CONSTITUTION
CIVIC ASSOCIATION OF WEST SPRINGFIELD VILLAGE
(as Amended 19 May 2005)
Article I
Name
This Association shall be known as the Civic Association of
West Springfield Village, CAWSV.
Article II
Purpose
The purpose of this Association is to promote the community
interests of residents of West Springfield Village. This
Association will be non-sectarian and non-partisan.
Article III
Membership
Section 1: Membership in this Association shall be open to
all home owners and/or tenants of detached single-family
dwellings in all sections of the subdivision known as West
Springfield Village. Membership shall be contingent upon
the member's property and/or residence being in conformance
with the restrictions cited in Fairfax County Zoning
Ordinance Codes.
Section 2: Membership is automatically revoked upon
termination of residence in West Springfield Village.
Section 3: A member in good standing shall be an individual
fulfilling all requirements for membership and whose dues
are not in arrears.
Article IV
Officers
Section 1: There shall be four officers of the Association:
President, Vice President, Secretary, and Treasurer. They
shall be chosen from members in good standing in the
Association. They shall be elected at the October General
Membership Meeting and hold office for the term of one
year. They shall serve without compensation. There shall be
no term limits imposed on any of the officers of the
Association, but elections will be conducted each October
to encourage participation in leadership positions by all
members in good standing. The President and each of the
officers will actively recruit candidates for election and
abide by the majority vote of the membership.
Section 2: An officer may be removed from office by a
two-thirds vote of the members present and voting at a
membership meeting of the Association, provided no fewer
than twelve votes are cast. The officer concerned must be
given an opportunity to answer charges at a membership
meeting prior to the vote for dismissal.
Section 3: The President shall preside at all meetings of
the Association and at meetings of the Board of Directors.
The President shall appoint committee chairpersons and
coordinate transition activities at the conclusion of
his/her term of office. The President shall maintain the
master membership list of the Association and shall be the
custodian of the Constitution and By-laws. The President
shall have possession or supervision of all property
belonging to the Association.
Section 4: The Vice President shall, in the absence of the
President, preside at all meetings of the Association and
at meetings of the Board of Directors. In the event of the
termination of membership or the removal from office of the
President, the Vice-President shall automatically become
President for the remainder of the uncompleted term.
Section 5: The Secretary shall record minutes at all
meetings of the Association and of the Board of Directors.
The Secretary shall assist the President with Association
correspondence.
Section 6: The Treasurer shall be responsible for the funds
of the Association and for the record thereof and shall
receive the dues of the members for deposit into the
Association’s bank account. The Treasurer shall make
disbursements from the Association's bank account by
directive from either the President or the Vice President,
and submit a financial report at the conclusion of his/her
term in office to be retained in the permanent records of
the Association.
Article V
Board of Directors
Section 1: There shall be a Board of Directors composed of
the Officers of the Association and the previous President,
if still a member.
Section 2: The Board of Directors shall meet at the request
of the President and shall plan the agenda for the
membership meetings of the Association. They shall have the
authority to manage the business and financial affairs of
the Association subject to the Constitution during the
period between meetings of the Association.
Section 3: The Board of Directors may appoint members of
the Association to represent the Association in outside
activities.
Section 4: The Board of Directors may request the presence
of any member of the Association at a meeting of the Board
of Directors, as it deems appropriate in fulfilling the
function of the Board.
Article VI
Meetings
Section 1: Membership meetings of the Association shall be
held in October and May, at the time and place designated
by the President. Members of the Association shall be
informed of these membership meetings not less than ten
days, but not more than fifty days before the date of the
meeting. Membership meetings shall not be conducted without
the President or Vice President in attendance to preside.
Section 2: The President, as needed, may also call
additional, special membership meetings to include upon
written request by ten members in good standing. Members of
the Association shall be informed of special membership
meetings no less than ten days, but not more than fifty
days before the date of the meeting. Such notice shall
include a statement of the purpose of the meeting and the
names of those members requesting the meeting.
Section 3: The regular business of the Association shall be
conducted at Membership meetings and shall be conducted
regardless of the number of members in attendance.
Article VII
Voting
Section 1: A vote of the membership present at a meeting of
the Association shall be required in any election for
office, for approval of proposed fiscal budget and for
approval of proposed changes to this Constitution and
Association By-laws. In matters where the Association is to
be represented to outside groups, a ruling majority of
voting members shall determine the Association’s opinion or
course of action.
Section 2: Each dwelling unit shall be entitled to one
ballot. No proxy ballots shall be permitted but any adult
family member may cast the vote of his/her dwelling unit.
Only members in good standing may cast votes.
Section 3: In all voting other than to remove from office,
more than one half of the votes cast, excluding
abstentions, shall constitute a majority and shall rule,
but a majority must result from no less than twelve cast
votes.
Article VIII
Election of Officers
Section 1: Election for officers shall be held at the
October meeting. The President shall determine the order of
such elections
Section 2: All nominations shall be made from the floor at
the October meeting.
Section 3: Should an office other than President become
vacant, a special election shall be held at the first
Membership meeting during which the office is vacant.
Otherwise, members of the Board of Directors shall either
assume responsibilities of the vacant office or appoint a
member to serve in that position until the next membership
meeting.
Section 4: Voting in elections shall be by secret ballot
whenever two or more are nominated for the same office. If
no candidate receives a majority as defined in Article VII,
and if the election has included three or more candidates,
the candidate with the fewest votes shall be dropped and
voting repeated. A panel consisting of two members
appointed by the President shall count ballots and announce
the results immediately following each election. When a tie
vote is cast by the membership, the sitting Board of
Directors shall immediately determine the winner by secret
ballot.
Section 5: Officers shall assume the responsibilities of
their office immediately upon adjournment of the meeting in
which they were elected.
Article IX
Financial Affairs
Section 1: The Board of Directors shall be responsible for
all financial affairs of the Association. The Directors
shall develop a financial budget and collect dues in
accordance with procedures established in the Association
By-laws. Obligation of any Association funds not previously
set forth in the annual budget approved by the General
Membership will require a majority vote of the Board of
Directors. The President will report such expenditures and
justification at the next scheduled General Membership
meeting.
Section 2: All funds of the Association shall be kept in a
bank located in Springfield, Virginia, in the name of the
Association.
Section 3: The President shall appoint an Audit Committee
of at least two association members, who at the time of
appointment shall not be serving on the Board of Directors
or Executive Council, to conduct an annual audit. Audit
will be for the fiscal year with a beginning date of
October 1 and ending on September 30. The committee will
report the findings to the President upon completion and
again at the October membership meeting.
Section 4: Upon the dissolution of the corporation known as
Civic Association of West Springfield Village, the Board of
Directors shall, after paying all liabilities and contract
obligations, dispose of all the assets of the corporation.
Those assets shall be exclusively donated for charitable
purposes to one or more organizations that qualify as
“exempt” under Section 501(c) of the Internal Revenue Code
of 1954 or the corresponding provision of any future U.S.
Internal Revenue Service law.
Article X
Amendments
This Constitution may be amended only at a Membership
meeting of the Association by a resolution, provided notice
of the proposed amendment(s) had been given to the
membership at least ten (10) days prior to the scheduled
meeting. A copy of the proposed amendment(s) will be made
available to members upon their request. The resolutions
for amendment must be presented, seconded and receive a
majority from no less than twelve cast votes. A voted
amendment shall immediately be incorporated into the
Constitution and implemented.
DEFINITION: Constitution (a) the system of fundamental laws
and principals that prescribe the nature, functions and
limits of a government or another institution. (b) The
document on which such a system is recorded.
BY-LAWS
CIVIC ASSOCIATION OF WEST SPRINGFIELD VILLAGE
(as Amended 17 October 2002)
Article 1
Authority
These By-laws are drawn in accordance with the Constitution
of the Civic Association of West Springfield Village as
adopted and amended by the membership. By-laws shall not be
in conflict with said Constitution or subsequent amendments
thereof.
Article II
Financial Affairs
Section 1: The annual dues of the Association shall be
established by a membership vote at the May meeting. No
vote shall be required whenever the dues amount will remain
the same as the preceding membership year. Dues shall be
due and payable by the end of the membership drive (October
31), except new residents who may join during the
membership year. Each membership year shall be a fiscal
year from October 1 to the following September 30.
Section 2: The Board of Directors shall present a financial
budget to the membership for consideration and approval at
the October membership meeting. The budget will encompass
funds available to the Association (bank balance) at the
beginning of the fiscal year (October 1) and projected
funds to be collected during the current membership drive.
The budget will be developed within the following
categories:
A. General Operating Expenses
1. Crier
2. Directory
3. Membership
4. Neighborhood Watch
5. Meetings
6. State Corporation Fees
7. Membership Council/Federation
8. Banking
9. Misc/Contingencies
B. Community Services
1. Rolling Road Maintenance
2. Special Activities (Yard Sale, Clean-up)
3. Community Affairs/Holiday Activities
4. Donations
Section 3: The Board of Directors must approve
expenditures, deemed necessary and appropriate, that had
not been included in the approved budget (category or
amount). The President shall report such expenditure with
justification to the membership at the next General
Membership Meeting.
Article III
Meetings
Section 1: The Membership Meetings shall be held in May and
again in October of each year as directed by the President
of the Association. Whenever possible, membership meetings
shall be held on Thursdays in the Rolling Valley Elementary
School and should commence at 7:30 PM. Notice of the
meeting date, time and place must be given to the
membership at least ten (10) days prior to the scheduled
date.
Section 2: The order of business of all Membership meetings
of the Association shall be:
Call to Order
Opening Remarks/Introductions
Reading of the minutes of the previous meeting
Reports of the Secretary and the Treasurer
Reports of the Committees
Unfinished Business
New Business
Program(s)
Adjournment
Section 3: Meetings of the Association shall be conducted
in accordance with Robert's Rules of Order.
Article IV
Representation
The Board of Directors shall be authorized to join any
organization whose purpose is to further the interest of
the Association and its members. Expense for such
membership shall be forecasted in proposed budget or
reported as an unforeseen expense with justification at the
next membership meeting.
Article V
Executive Council
An Executive Council shall be formed to advise the Board of
Directors in managing the affairs of the Association. The
Executive Council will normally consist of the chairpersons
of committees and other specifically designated
representatives of the Association. The Board of Directors
and Executive Council shall meet at the request of the
President.
Article VI
Committees
Section 1: Any number of standing or special committees may
be formed to assist the Board of Directors in managing the
affairs of the Association. The President shall appoint
committee chairpersons. However, the committee chairpersons
shall be responsible for recruiting committee members.
Members of the Association may serve on more than one
committee.
Section 2: There shall be the following standing
committees:
(a) Membership: Staffing of this committee shall consist of
volunteer "Block Captains" who shall be responsible to:
contact residents in their assigned areas to promote
membership in the Association, welcome new residents to the
community, collect dues and deliver the Community
Directory. The chairperson of the Membership Committee
shall insure that all residents are contacted during the
membership drive.
(b) Village Crier: Shall publicize the activities of the
Association. Criers published after a General Membership
meeting will represent the business conducted at that
meeting. In addition, the committee shall publish a
newsletter not less than two weeks prior to each membership
meeting stating the expected agenda of the upcoming
meeting. This newsletter shall contain any significant
items relevant to the interest of the association and
community.
(c) Association Website: Shall promote activities of the
Association via website that shall be accessible by
community members.
(d) Community Directory: Shall prepare and distribute only
to members and newly arrived residents a directory that
lists members who agree to be listed in such a publication.
This directory shall be published annually on or before
February 1.
(e) Neighborhood Watch: Shall schedule volunteers to patrol
community streets as deemed appropriate and maintain
liaison with Crime Prevention Officers at the West
Springfield District Police Station.
Section 3: Special committees shall be formed at the
request of the President to represent the needs and
interests of the association to County and State agencies
or commissions involved with schools, roads, development,
public works, zoning issues or any other initiative that
may be of interest to the general membership. The committee
shall recommend to the Association courses of
action/positions in regards to pertinent County and State
plans and insure that the courses of action decided upon by
the membership are properly implemented. Special committees
shall solicit input from the general membership to best
formulate the recommended Association position.
Section 4: Committee Limitations. No standing or special
committee shall commit the Association to advocacy of, or
opposition to, any subject without prior confirmation by
the Board of Directors and whenever possible, the general
membership
Article VII
Amendments
These by-laws may be amended at any membership meeting of
the Association by a resolution offered by any member in
good standing of the Association, provided notice of the
proposed amendment had been given to the membership at
least ten (10) days prior to the scheduled meeting. A copy
of the proposed amendment(s) will be made available to
members upon their request. Adoption of an amendment shall
require a majority of cast votes, excluding abstentions,
but resulting from no fewer than twelve cast votes.
Article VIII
Adoption
These by-laws and subsequent amendments shall be effective
immediately upon adoption by a majority vote at a
membership meeting.
DEFINITION: By-Law - A law or rule governing the internal
affairs of an organization.
Policies and Procedures
Civic Association of West Springfield Village
(as Amended 16 February 2003)
1. General: The following are statements of association
policy, which were derived from explicit instructions in
our Constitution and By-laws, from majority vote on issues
and from the guidance of the Board of Directors. They are
intended to supplement the Association's Constitution and
By-laws. The President is responsible for review and change
to these policies as necessary. A copy will be provided
each of the Board Directors and the Executive Council
members. A copy will be available to any association member
who may want one. They will also be posted on the website
with the Constitution and By-laws. Policy may be changed by
majority vote at meetings of the Board of Directors if
included on the stated agenda.
2. Membership:
A. Reference Association Constitution, Section 1, Article
III (Membership): "Membership in this Association shall be
open to all home owners and/or tenants of detached
single-family dwellings in all sections of the subdivision
known as West Springfield Village."
B. Only one membership may be granted any one of our 423
village addresses.
C. Reference Association Constitution, Section 2, Article
VII (Voting): "Each dwelling unit shall be entitled to one
ballot. No proxy ballots shall be permitted but any adult
family member may cast the vote of his/her dwelling unit.
Only members in good standing may cast votes."
D. Newly-arrived residents (arriving after the membership
drive) are granted membership status and privileges at no
cost for remainder of that membership year given they
complete the membership application form.
3. Crier:
A. One copy of the Village Crier is to be distributed to
each of our 423 homes in West Springfield Village,
regardless of membership status.
B. Editor will arrange to have 423 copies prepared along
with 25 additional copies to be retained by the membership
chair for new residents.
C. Editor is responsible for distribution of one copy to
each village home either by door-to-door distribution, U.S.
Postal Service, electronic means which includes email.
D. Regardless of the type distribution used, the editor
will provide a copy of the latest Crier electronically to
the Website Master for posting on our Association Website.
E. The President occasionally emails news articles to
Association members. Those articles often are included in
the next Crier or taken from the latest Crier.
F. If space is available, obituaries may be listed in the
Crier at family request; however the Board of Directors nor
members of the Executive Council will contact a grieving
family to determine their willingness to submit the
obituary.
G. The Association does not sell advertising space in the
Crier. In fact, we do not allow Crier advertisement other
than the Kriebel ad that is in exchange for their work
around the Village sign.
4. Directory:
A. Reference Association Bylaws, Article VI, Section 2(d)
which states "(Directory Committee) shall prepare and
distribute only to members and newly arrived residents a
directory that lists members who agree to be listed in such
a publication. This directory shall be published annually
on or before February 1."
B. Only member and non-members who provide their
information on a completed membership application form will
be listed in the alphabetical, name list and also in the
street address list of the directory.
C. Members and newly arrived residents are entitled to a
copy of the directory. Non-members, including those who
provided a completed application form requesting to be
listed are not provided a copy of the directory.
D. Members are listed in the manner in which they completed
the application form, space permitting.
E. Editor will arrange to print a copy for each member
household plus no more than additional 100 copies. An
exception may be made for a higher number of copies when
fewer copies cost more.
F. The Directory will be distributed by Block Captains.
Extra copies are to be retained by the Chair of the
Membership Committee and the President.
5. Website:
A. Our association will not post obituaries on the website
other than those contained within the latest Crier that is
posted.
B. The association will allow ads by a member's businesses,
but listed as a yellow-page directory by type business,
name and phone number.
C. Members' children who offer a service, including those
who baby sit are similarly listed under that directory
heading; however, they may also submit an advertisement to
the Webmaster. Their advertisement may run concurrently
with the yellow-page type listing. A disclaimer will be
inserted so as not to appear that the association
recommends a particular person or endorses their
qualifications.
D. Advertisements and listings will expire on 30 September
of each year, but can be renewed for the next membership
year provided they renew their association membership
E. We do not charge for "ads"/directory listing in the
website.
6. The Board of Directors:
A. Reference Association Constitution, Section 2, Article V
(Board of
Directors). The President and the other 4 members of the
Board are responsible
for decisions not covered herein or within the Constitution
and By-laws. Their majority vote is required for decisions
that have to be made before the next general membership
meeting.
B. The President will, as needed request input from the
Executive Council. The President may also ask the Executive
Council to vote in conjunction with that of the Board to
reach a broader-based decision or course of action.
7. Expressions:
A. The association does not send sympathy or congratulatory
card or gifts to village residents and/or association
members.
B. The Association will not purchase gifts or expend
association money for a social to honor departing Directors
of the Board or members of the Executive Council.