Text Box: page 2 March 2003 Text Box: Boone’s Trace Civic Association Text Box: PROPOSED BY-LAWS (to be voted on at the meeting on April 23) ARTICLE I. Name 1. The name of the organization for which these by-laws are adopted is Boone’s Trace Civic Association. The organization shall be hereinafter referred to as the Civic Association. 2. The Civic Association is sanctioned by Boone’s Trace Property Owners’ Association, Inc. but is not part of that Corporation. ARTICLE II. Objectives The purposes for which the Civic Association was organized are: 1. To promote the social welfare and serve the common good and general welfare of the property owners of Boone’s Trace Property Owners’ Association. 2. To engage in any activities not prohibited by law that shall promote and foster community welfare through recreational, educational, and social activities. 3. To perform such other acts as may be requested by the Board of Directors of Boone’s Trace Property Owners’ Association. ARTICLE III. Members 1. Every property owner of Boone’s Trace, whether one or more persons, and every resident of Boone’s Trace over age twenty, may become a member of the Civic Association. ARTICLE IV. Voting Rights 1. Each member of the Civic Association shall have one vote regardless of the number of lots owned by said member. 2. If two-thirds of the members present at a meeting vote for or against a motion, the motion respectively passes or fails. If a motion does not get two-thirds of the votes for or against, then the issue will be tabled until a future meeting, and a mechanism will be implemented by the Executive Committee to allow for absentee voting by eligible members on that issue. ARTICLE V. Membership Meetings 1. All meetings are open to all eligible members of the Civic Association. 2. Four general meetings will be held on dates to be selected by the Executive Committee in the months of January, April, July, and October of each year, at a location to be determined inside the confines of Boone’s Trace development. The date and place of each general meeting shall be announced in the Property Owners’ Association newsletter or by special mailing to eligible members, at least ten (10) days before the date of the general meeting. 3. Special meetings of the Civic Association may be called by the Chairperson, or by any two persons serving as officers of the Committee. A special meeting shall be held at such times and places designated in a written notice from the person or persons calling the special meeting. The notice shall be announced in the Property Owners’ Association newsletter or by special mailing to each eligible member of the Civic Association, at least ten (10) days before the date of the appointed meeting. The notice of a special meeting shall state the purpose of the special meeting. ARTICLE VI. Officers 1. The number of officers of the Civic Association shall be five. These are Chairperson, Vice Chair, Treasurer, Secretary, and Historian. 2. The officers shall be elected annually by members of the Civic Association who are present at the general meeting held in January each year. A majority vote of those present is required for election. 3. The term of office will be one year. Any officer may be re-elected to one subsequent term of one year for that office. No officer shall serve more than two terms in succession for the same office. 4. Vacancies in office occurring before the general meeting in January may be filled by majority vote of members at the next general or special meeting. 5. The officers may act as an executive committee to carry out the program of activities agreed upon at either of the four general meetings of the Civic Association. ARTICLE VII. Responsibilities of Officers 1. The Chairperson of the Civic Association shall be the principal executive officer of the Civic Association. The Chairperson shall supervise and control the business and affairs of the Civic Association and shall preside at the four general meetings, as well as any special meetings that may be called. The Chairperson shall be a co-signator on the Civic Association’s checking account for the purpose of dispersing funds. 2. The Vice Chair shall preside in place of the Chairperson when he/she is not available to do so. The Vice Chair shall assist the Chairperson as requested. The Vice Chair shall serve as Membership Officer and maintain the list of eligible members. The Vice Chair shall be a co-signator on the Civic Association’s checking account for the purpose of dispersing funds. 3. The Treasurer shall have custody of the funds of the Civic Association and shall keep its financial records and make a report of the financial status of the Civic Association at each general meeting. The Treasurer shall be the primary signator on the Civic Association’s checking account for the purpose of dispersing funds. 4. The Secretary shall have the authority to authenticate records of the Civic Association and provide written minutes of all Civic Association meetings as well as meetings when the officers meet as an Executive Committee. 5. The Historian shall maintain a history of the organization, and shall be responsible for collecting and authenticating a complete report, including financial records, from the chairperson of each activity that is sanctioned by the Civic Association. These historical reports shall be made available as pertinent to persons involved in planning subsequent Civic Association activities. ARTICLE VIII. Activities of the Civic Association 1. Activities of the Civic Association shall be approved at any of the four general meetings, or by the Executive Committee. A Chairperson for each activity will be determined on a voluntary basis and approved at the general meeting or by the Executive Committee. The Activity Chairperson is responsible for forming a committee to assist in planning and carrying out the activity, and for filing a complete report with the Historian after the activity. The Activity Chairperson shall submit a budget for approval by the Executive Committee before any funds are expended from the Civic Association treasury for a given activity. Any expenditure over $200 must be presented to Civic Association members for a vote at a general or special meeting. ARTICLE IX. Amendment of By-Laws 1. These by-laws may be amended in whole or in part only upon approval of two-thirds of the members present at any of the four general meetings of the Civic Association. Text Box: The organization formerly known as the Social Club met on January 8. The group developed By-Laws for adoption at the next meeting, which will be held on April 23 at 7 p.m. at the Meeting Room at the Bull Golf Clubhouse. The proposed by-laws are printed below for your consideration. Next Page #3 ===>>>

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