Princess Anne Hills Civic League,

Incorporated

By-laws

UPDATED AND ADOPTED BY THE LEAGUE MEMBERSHIP

FEBRUARY 13, 2011

AMENDED AND ADOPTED BY THE LEAGUE MEMBERSHIP

FEBRUARY 21, 2016

AMENDED AND ADOPTED BY THE LEAGUE MEMBERSHIP

FEBRUARY 12, 2017


ARTICLE I - NAME

The name of this association is the Princess Anne Hills Civic League, Incorporated.  The League is an organization for the homeowners of Princess Anne Hills Park, Virginia Beach, Virginia 23451.

ARTICLE II – PURPOSE

The purpose of the League is to promote and preserve the general welfare of the residents of Princess Anne Hills Park (defined as “Princess Anne Hills, Sections A, B, C and D”, and “Princess Anne Hills Park”, plats of which property are recorded in the office of the Clerk of the Circuit Court of the City of Virginia Beach, Virginia.)  The duty of the League is to protect and encourage pride in the community through enforcement of Princess Anne Hills’ covenants, conditions and restrictions and all amendments to protect the value and desirability of properties.

ARTICLE III – MEMBERSHIP

All residents or property owners, in Princess Anne Hills shall be eligible for membership, provided, however, that each family applying for membership shall be subject to one membership fee and entitled to one vote per residence.

ARTICLE IV – DUES

           The payment of annual dues is strongly encouraged to support the activities of the Civic League.  They are renewable each year at the annual meeting and the amount of which is subject to the determination of the Board of Directors.  The 2011 dues are $30.00.  A copy of the Princess Anne Hills directory is available to dues paying members.


ARTICLE V – OFFICERS AND DIRECTORS

SECTION 1.  OFFICERS

The Civic League shall have four officers: President, Vice-President, Secretary, and Treasurer to be elected by the membership at the annual meeting each year in a manner hereinafter prescribed.  The President and the Vice-President shall serve for a term of two years, but may be re-elected for an additional one-year term.  After being absent from office for at least one year, they may again be eligible to hold office.  The Secretary and Treasurer shall be elected to serve for one year, and may be re-elected with no term limitation. (See Appendixes A, B, and C for officer duties and responsibilities.)

SECTION 2.  BOARD OF DIRECTORS

The administration of the League shall be vested in a Board of Directors consisting of the four officers plus a representative from each section of Princess Anne Hills, namely Goodspeed Road (Section “A”), Discovery Road and tributaries consisting of Discovery Circle, Discovery Lane, Discovery Crescent, Whitehaven Lane, Whitehaven Road, and Gosnold Court (Section “B”), and Susan Constant Drive (Sections “C” and “D”). In addition to the above board composition there will be up to four At-large Board members. These Section Representatives and At-large Board members shall also be elected at the annual meeting to serve for a term of two years, but may be re-elected for an additional one or two year term.  After being absent from office for at least one year, these board members again may be eligible to hold office as a board member.   In all instances where term is referred to in this article, it shall begin and end on the date of the annual meeting.  Any vacancies that may occur, mid-term shall be filled by the Board of Directors for the remainder of the term involved.  All officers and directors shall serve without compensation of any kind.  

SECTION 3.  MANAGEMENT

The Board of Directors shall have full control of the management of the League, and in connection therewith, shall have authority to employ counsel and to make duly approved expenditures on behalf of the League.  Any six directors shall constitute a quorum.  Only one officer or director from any one family may be elected to office at any one time.  

SECTION 4.  BOARD MEETINGS

Meetings of the Board of Directors shall be at least quarterly, or as agreed upon by a majority of the Board, upon request of the President, or upon request of any three members of the Board.  Reasonable notice of the meetings shall be given.  Meetings of a majority of the Board shall be open to all residents.  



ARTICLE VI – COMMITTEES AND NOMINATIONS

In order to conduct the business of the Civic League, it shall be the duty of the President to appoint committees from time to time.  Among such shall be a nominating committee, appointed in November each year, consisting of three representative members of the League.  The duty of the nominating committee shall be to develop a slate of nominees for the several offices, and report the proposed slate to the Board of Directors at least two weeks prior to the annual meeting.  Then it shall be the duty of the Secretary to communicate this slate to the membership at least one week prior to the annual meeting.  Additional nominations may be made from the floor, so long as such nominee has agreed to be nominated.  Election shall be by the majority of current dues paying members present and/or by proxy on file with the corporation Secretary.  


ARTICLE VII – MEETINGS

SECTION 1.  REGULAR MEETINGS

The President shall convene an annual meeting of the membership on or about the second Sunday in February [not to conflict with the Super Bowl] each year at such time and place as may be designated by the Board of Directors for the transaction of such business that may come before the membership. The agenda for the annual meeting shall be to (a) approve the minutes of the previous meeting; (b) receive the Treasurer’s annual report; (c) receive the annual security report; (d) elect officers and directors for the ensuing year; and (e) any such other business as may be properly presented.

SECTION 2.  NOTICE OF MEETINGS

Two weeks written notice of each League meeting shall be given by, or at the direction of the Secretary or person authorized to call the meeting, by mailing or electronically distributing a copy of such notice and placing a portable sign at the 59th Street and 62nd Street entrances to Princess Anne Hills.  Such notice shall specify the place, day and time of the meeting.

SECTION 3.  SPECIAL MEETINGS

Special meetings of the League may be called by the President, or by four directors, or by ten members, upon written notice to the Secretary, stating the object of the meeting.  Notice of special meetings shall be sent electronically, or other written form by the Secretary to each member giving the time, place and object thereof, at least two weeks prior to the appointed date.  The matter of business at such special meeting shall be limited to that stated in the notice.  

SECTION 4.  QUORUM

A quorum for any meeting of the League shall consist of more than twenty-five percent (25%) of the membership represented in person or by proxy on file with the corporation Secretary and any matter to come before, such meeting shall be decided by a majority of those present.

SECTION 5.  PROXIES

Voting on league matters is open to one representative from each membership in Princess Anne Hills. Members may cast votes by:

a. Voting in person at the League meeting.

b. Voting by proxy, provided such proxy is in writing and filed, either electronically or hand written, with the Secretary.

c. Absentee owners may provide written proxy authorization to their tenant to vote.

ARTICLE VIII – AMENDMENTS

With two weeks prior notice from the Board of Directors these By-laws may be amended at the annual meetings or at a special meeting called for that purpose, where more than fifty percent (50%) of the membership is represented in person or by proxy.  More than fifty percent of those present or represented by proxy and voting shall be required for the adoption of any amendment.


CERTIFICATION OF THE SECRETARY:


I certify that I am the duly elected and acting Secretary of the Princess Anne Hills Civic League, Incorporated.  I further certify that the above Bylaws, consisting of four ( 4 ) pages, are the By-laws as adopted by its  Princess Anne Hills membership on February 13, 2011, and that they have not been amended or modified since that date.


Executed on      February 13, 2011 at Virginia Beach, Virginia


________________________________         Michelle Laborde______________________           

Signature                                                      Printed Name

Secretary




SECTION 2 – BOARD OF DIRECTORS was amended and approved at the Annual Meeting of the Princess Anne Hills Civic League on February 21, 2016 to include up to four At-Large Board Members.


Executed on      February 21, 2016   at Virginia Beach, Virginia


________________________________         Beth Kulas           

Signature                                                      Printed Name

Secretary



SECTION 3, SECTION 5 and the APPENDIXES were amended and approved at the Annual Meeting of the Princess Anne Hills Civic League on February 12, 2017 to include new quorums and membership proxies.  Additionally, new APPENDIXES were amended and approved for Officers and added for Street Representatives and At-Large Board Members.


Executed on ______February 12, 2017___ at Virginia Beach, Virginia



________________________________   __Beth Kulas______________________

Signature     Printed Name

Secretary





Appendix A

Princess Anne Hills Civic League, Incorporated

Duties and Responsibilities

President

  1. 1.Ensure renewal of the Princess Anne Hills charter by having the Treasurer prepare the filing report and appropriate fee with the State Corporation Commission annually.


  1. 1.Establish contact with Virginia Beach Council of Civic Organizations.


  1. 1.Establish contact with North Virginia Beach Civic League and arrange to have Princess Anne Hills Civic League represented on their Board and at their general meetings.


  1. 1.Provide and disseminate news of interest and Board actions to residents of Princess Anne Hills.


  1. 1.Convene a meeting of all officers and directors (Board of Directors) quarterly to take up business that may be pending.


  1. 1.Appoint in November, a nominating committee to present nominees for officers and directors being vacated at the Annual Meeting of the civic league.


  1. 1.Arrange for a speaker to be at the Annual Meeting (if desired) to be held in mid-February.


  1. 1.Preside over the annual meeting.


  1. 1.Be versed with all Princess Anne Hills legal documents and website.


  1. 1.Remain knowledgeable about events and proceedings within Princess Anne Hills that pertain to the public domain (state of repair of streets, safety and security of residents and their property, health hazards, water safety, and unobstructed navigation on Stratton’s Creek and Crystal Lake).  Initiate needed and corrective action as appropriate.


  1. 1.Ensure that the interests of residents of Princess Anne Hills are considered in proceedings before City Council on matters affecting those interests.



Duties and Responsibilities


Vice-President


  1. 1.Assist the President in the execution of all functions and tasks related to the office of the Presidency.


  1. 1.Act for the President during any absence or in the event of the President’s incapacity.


  1. 1.Become familiar with all Princess Anne Hills legal documents and website.


  1. 1.Represent the President, Board of Directors, or Princess Anne Hills Civic League in any designated duty or event as requested by the President or Board of Directors.


Duties and Responsibilities

Secretary

  1. 1.Attend and record minutes of quarterly Board of Director meetings and the Annual Meeting.


  1. 1.Maintain a printed record of the minutes of all meetings and neighborhood communications (notices, bulletins, letters, etc.) and copy the Webmaster for website updates of communications.


  1. 1.Maintain an accurate neighborhood resident directory, and coordinate its annual printing and dissemination to dues paying members of the Princess Anne Hills Civic League.


  1. 1.Co-compose with the President and deliver bi-annual neighborhood bulletins (or as needed) via neighborhood online email server.  Compose event announcements, reminders, and other correspondence as needed and deliver via neighborhood online email server.


  1. 1.Ensure all neighborhood communications are reviewed by the President, or other designated Board Member prior to distribution.


  1. 1.Arrange the annual meeting (confirm venue with microphone and podium, and arrange for light refreshments).


  1. 1.Become familiar with all Princess Anne Hills legal documents and website.


  1. 1.Maintain template accuracy through provided updates for the New Neighbor Welcome Packet.  Issue to the corresponding Street Representative for delivery.  (Packet to include a welcome letter with event dates, garden club information, direction to website links of bylaws and covenants, a current directory with instructions for submitting new neighbor contact information to the Secretary)


  1. 1.Represent the President, Board of Directors, or Princess Anne Hills Civic League in any designated duty or event as requested by the President or Board of Directors.


Duties and Responsibilities


Treasurer


  1. 1.Maintain custody and have charge of the Princess Anne Hills Civic League funds as follows:


  1. 1.Deposit annual dues, income, and other funds in a bank designated by the Board of Directors


  1. 1.Make all collection of dues.


  1. 1.Pay all bills and invoices as authorized by the President or Board of Directors


  1. 1.Prepare the filing and remit payment for the State Corporation Commission report annually.


  1. 1.Maintain a record of civic league membership dues paid by the members.


  1. 1.Ensure civic league accounts are current and maintain accounts in the case of an audit.


  1. 1.Report the financial condition of the Princess Anne Hills Civic League at the Annual Meeting and at quarterly meetings for the Board of Directors.


  1. 1.Submit and maintain records of any tax filings or government filings.


  1. 1.Bill all residents for annual dues and send second notices as needed.


  1. 1.Prepare Annual Budget with Board of Directors approval for presentation and approval by the members at the Annual Meeting.


  1. 1.Become familiar with all Princess Anne Hills legal documents and website.


  1. 1.Represent the President, Board of Directors, or Princess Anne Hills Civic League in any designated duty or event as requested by the President or Board of Directors.


Appendix B


Princess Anne Hills Civic League, Incorporated

Duties and Responsibilities

Street Representatives Board Member


  1. 1.Represent your designated street as the first point of contact for the Princess Anne Hills Civic League.


  1. 1.Distribute any flyers or bulletins to each resident as provided by the President or Board of Directors.


  1. 1.Welcome new neighbors by delivering the Welcome Packet prepared by the Secretary of the Princess Anne Hills Civic League.


  1. 1.Maintain a list of civic league members that have interest in serving on the Board of Directors; suggest recruitment onto the Board of Directors for those who make inquiries about neighborhood concerns.


  1. 1.Report to the President and Board of Directors any issues, concerns, and/or events infringing on or affecting the By-laws, Covenants, and/or general safety and enjoyment of the residents on your street that you witness or that is brought to your attention by residents.


  1. 1.Become familiar with all Princess Anne Hills legal documents and website.


  1. 1.Inform the Secretary of any residents that have moved enabling their name to be removed from the Princess Anne Hills directory.


  1. 1.Represent the President, Board of Directors, or Princess Anne Hills Civic League in any designated duty or event as requested by the President or Board of Directors.




Appendix C




Princess Anne Hills Civic League, Incorporated


Duties and Responsibilities


At-Large Board Members



  1. 1.Maintain knowledge of events and proceedings occurring in Princess Anne Hills that the civic league should be knowledgeable of and address if necessary.


  1. 1.Provide a historical knowledge of the past events and proceedings that have occurred throughout past years of the Princess Anne Hills Civic League and the neighborhood.


  1. 1.Become familiar with all Princess Anne Hills legal documents and website.


  1. 1.Lead events or perform duties that are required or desired by the Princess Anne Hills Civic League, such as:


    1. 1.Perform website management

    2. 2.Coordinate the Annual Picnic

    3. 3.Serve as immediate past President

    4. 4.Participate in being a representative on the Nominating Committee appointed by the President

    5. 5.Serve as liaison to the North Virginia Beach Civic League if designated


  1. 1.Represent the President, Board of Directors, or Princess Anne Hills Civic League in any designated duty or event as requested by the President or Board of Directors.