CONSTITUTION OF THE OLDE TOWNE CIVIC LEAGUE

ARTICLE I - ORGANIZATION

1.1 NAME AND PURPOSE

1.11 This organization shall be known as the Olde Towne Civic League.

1.12 The purpose of this organization shall be to promote the interests, safety, community spirit, and well being of the citizens of the Olde Towne area of the city of Portsmouth, Virginia.

1.13 The Olde Towne area of Portsmouth, Virginia, as used herein, shall refer to that area as defined by the following: Starting at the corner of Water Street and London Street and going west, all structures on the north side of London Street are included. At the corner of London Street and Middle Street, the boundary turns south. The boundary turns west at Queen Street and includes residences on both sides of Queen Street, including the Catholic Club at Court Street and Monumental United Methodist Church at Dinwiddie Street. At the corner of Queen Street and Green Street, the boundary turns north along Green Street. Residences on both sides of Green Street are included. The boundary continues north until it reaches the corner of Green and North Streets, where it turns east until reaching the corner of North and Washington Streets. Residences on both sides of North Street are included. The boundary turns north again on Washington Street. Both sides of Washington Street are included until it terminates at the corner of Crawford Place in Swimming Point. All residences on Crawford Place, Elizabeth Place, and Swimming Point Walk are included. The residences and the church in the 600 block of North Street to the west of Washington Street are included. From the corner of Washington Street and Crawford Parkway, the boundary runs east, and then follows Crawford Parkway as it bends south and comes to the corner of Glasgow Street. All property located on the inside of this curve is included. The boundary continues south along Water Street until reaching the starting point at the intersection of Water Street and London Street.

1.2 GOVERNMENT

1.21 The ultimate authority of this organization shall be vested in the majority vote of its membership voting at meetings scheduled in accordance with 3.42.

1.22 During the interim between regular meetings of the general membership, the Executive Committee of this organization shall have authority to act in the best interests of the League.

1.23 Actions by the Executive Committee during an interim period shall be subject to review by the membership at the next regularly scheduled meeting.

ARTICLE II - MEMBERSHIP

2. 1 MEMBERS

2.11 Adult residents (18 years of age or older) of the Olde Towne area of Portsmouth, Virginia as defined in Section 1.13 of this constitution shall be eligible to be members of this organization by paying the annual dues or life membership fee.

2.12 Any adult nonmember residing within the geographic boundaries that have been established in Section 1.13 of this constitution shall be entitled to attend meetings, to speak during meetings, and to obtain information about the organization’s activities.

2.13 Former members residing outside the geographic boundaries which have been established in Section 1.13 of this constitution shall be entitled to membership privileges, with the exception of voting, by paying the annual dues or life membership fee. Such former members shall have their voting privileges restored upon reestablishing residency within said geographic boundaries.

2.14 There are no family or group memberships.

ARTICLE III - GOVERNMENT

3.1 VOTING

3.11 Any member as defined in Article II, 2.11 shall be entitled to vote for the election of officers of this organization. Such member also shall be entitled to vote at the membership meetings of this organization after attending two meetings. The two meetings need not have occurred during the current membership year but may extend to past membership years.

3.2 MAJORITY

3.21 Except as provided in Article V, 5.11 and By-Law IV, 4.12, a majority of the votes cast shall be sufficient for the settlement of all questions and matters coming before this organization.

3.3 PROXIES

3.31 Proxies shall not be accepted by this organization.

3.4 MEETINGS

3.41 Regular membership meetings shall be held at intervals scheduled pursuant to 3.42.

3.42 At the June meeting, the Executive Committee shall present a schedule of proposed meetings and major activities for the following two years.

3.43 At the June meeting, the budget, which has been prepared by the Executive Committee and the immediate past Treasurer, shall be presented for the next year.

3.44 Special membership meetings may be scheduled by the Executive Committee.

3.45 Written notice shall be made to members prior to a special meeting.

3.5 QUORUM

3.51 A quorum shall exist whenever there are nine members, including two officers, present.

3.6 EXECUTIVE COMMITTEE

3.61 The Executive Committee shall consist of the currently elected officers and the immediate past president who shall serve for a period of one (1) year following his or her presidency.

3.62 Each Executive Committee member, including the past president, shall have one vote in all Executive Committee decisions.

3.63 Any officer who is absent from three (3) consecutive regularly scheduled League meetings shall be deemed to have vacated the office unless a majority of the other Executive Committee members vote otherwise.

3.64 In the case of a vacancy, an office may be filled by the vote of a majority of the remaining officers until an election by the membership at the next regularly scheduled meeting.

ARTICLE IV - FINANCES

4.1 USE OF RESOURCES

4.11 Use of the organization’s resources shall include saved funds or funds prudently invested for long-term projects.

4.12 Investments of funds shall require approval by a majority vote of the membership present at one meeting.

4.13 Any request for expenditure of League funds in excess of $1,000.00, which has not previously been approved in the League budget, must be presented to the executive board prior to being brought before the League for approval, and written notice of the request must be given prior to the League membership meeting at which approval for the expenditure is sought.

ARTICLE V - MISCELLANEOUS

5.1 AMENDMENT

5.11 This constitution may be amended at a single meeting by a three-fourths vote of the entire membership or at two consecutive regularly scheduled meetings by a majority of the membership present.

5.2 NOTICE

5.21 For the purposes of this constitution, written notice shall be considered to have been made if notice is made by flier or the regularly distributed newsletter of the Olde Towne Civic League with a best faith effort to distribute said notice to the entire membership.

REVISED FEBRUARY 19, 2004

BY-LAWS OF THE OLDE TOWNE CIVIC LEAGUE

BY-LAW I - OFFICERS

1.1 EXECUTIVE OFFICERS

1.11 This organization shall be governed by a President, First Vice-president, Second Vice- President, Treasurer, and Secretary.

1.12 Each officer shall be elected at the annual May meeting to serve for a term of one year.

1.13 No officer shall serve more than two successive years in any one office.

1.14 All officers shall promptly turn over to their qualified successors any property of the League that may be in their possession upon vacating their offices.

1.2 PRESIDENT

1.21 The President shall preside impartially over all meetings.

1.22 The President shall have ultimate authority and responsibility for the supervision of all affairs of the League.

1.23 The President shall appoint chairs to the Audit Committee, Membership Committee, the Newsletter Committee, and such special committees as may be required.

1.24 The President shall serve as ex-officio member of all committees.

1.3 FIRST VICE-PRESIDENT

1.31 The First Vice-President shall be responsible for promoting the League’s interests that are affected by the local, state, or federal government.

1.32 The First Vice-President as directed by the President shall attend or designate representatives to attend governmental meetings and report to the Executive Committee on same.

1.4 SECOND VICE-PRESIDENT

1.41 The Second Vice-President shall be responsible for promoting the League’s interests that are affected by other non-governmental organizations.

1.42 The Second Vice-President, as directed by the President, shall attend or designate representatives to attend meetings of non-governmental organizations and report to the Executive Committee on same.

1.5 TREASURER

1.51. The Treasurer shall collect and distribute all monies received by the organization.

1.52 The Treasurer shall be responsible for keeping accurate records, preparing the annual budget for his or her term of office, and assisting the incoming successor treasurer in the preparation of the budget for the following year.

1.53 The Treasurer shall chair the Finance Committee as provided in 2.5.

1.6 SECRETARY

1.61 The Secretary shall be responsible for maintaining accurate records of all meetings and of all official League correspondence.

1.62 The Secretary shall be responsible for notifying the membership of all meetings.

BY-LAW II - COMMITTEES

2.1 EXECUTIVE COMMITTEE

2.11 The Executive Committee shall assist the President in the administration of the League’s activities and provide guidance for other committees.

2.12 The Executive Committee shall meet no less than once every three months to set goals, review progress in meeting these goals, and in performing those duties specified in the constitution.

2.13 The Executive Committee shall appoint the Elections Committee.

2.2 STANDING AND SPECIAL COMMITTEES

2.21 The following committees, with the exception of the Elections Committee, shall be appointed as stated in By-Law I.

2.22 The President may appoint additional committees to serve for no more than one year.

2.3 ELECTIONS COMMITTEE

2.31 The Elections Committee shall oversee and implement the procedures for the annual election of officers of this organization.

2.32 No later than the March membership meeting each year, the Elections Committee shall advise the membership in writing that it is accepting names to be placed on the ballot for each office of this organization and further shall advise the membership of the deadline for the submission of such names. Members willing to run for office must submit their own names in writing or by e-mail to the person or place designated by the Elections Committee.

2.33 Following the deadline for the submission of names to be placed on the ballot for

the election of officers, the Elections Committee shall prepare ballots to be delivered or sent to all members who are eligible to vote to their last known addresses and shall further advise the members of the deadline for returning the ballots, of the address to which the completed ballots are to be mailed or delivered, and of any other general voting instructions. Along with the ballot, each member shall be given a ballot secrecy envelope and a return envelope. The ballot shall be placed into the secrecy envelope containing no identifying markings, and then the secrecy envelope shall be placed into the return envelope. On the return envelope, the voter shall print and sign his or her name prior to returning the ballot. Secrecy envelopes containing more than one ballot or return envelopes without signatures shall be discarded.

2.34 Promptly after the deadline for the return of the election ballots and prior to counting any votes, the Election Committee shall maintain voter privacy by separating all the ballot secrecy envelopes from the envelopes in which they have been mailed or delivered. The Election Committee shall then count the votes cast for the election of each office, certify the results to the President and report the election results to the membership no later than the May membership meeting. Only official ballots shall be accepted by the Elections Committee and only votes for candidates listed on the official ballot will be counted.

2.4 AUDIT COMMITTEE

2.41 The committee shall audit the financial records at the end of each Treasurer’s term of office or whenever directed to do so by the President.

2.5 FINANCE COMMITTEE

2.51 The Treasurer shall appoint a Finance Committee to help the Executive Committee in preparing the annual budget and to advise the League on funding requests, and to assist the Treasurer in carrying out the duties of that office.

2.52 This committee shall oversee the investment of surplus funds in insured investments whenever surplus funds are available.

2.6 MEMBERSHIP COMMITTEE

2.61 The Membership Committee shall recruit new members, maintain a current membership list, and provide said list to the Executive Committee.

2.62 The Membership Committee shall initiate activities that encourage rapport among members and increase participation in League activities.

2.7 NEWSLETTER COMMITTEE

2.71 The Newsletter Committee shall be responsible for the design, publication and distribution of the League’s Newsletter, which shall be published monthly unless otherwise directed by the Executive Committee.

BY-LAW III -DUES

3.1 DUES

3.11 Dues shall be due and payable at the May meeting for the ensuing year.

3.12 Annual dues shall be $5 per person, and life membership dues shall be $50 per person.

3.13 Dues must be current in order for a member to vote.

3.14 There are no family or group memberships.

BY-LAW IV - MISCELLANEOUS

4.1 PARLIAMENTARY PROCEDURE

4.11 Meetings shall be conducted in accordance with Robert’s Rules of Order Newly Revised. A parliamentarian appointed by the president shall serve as advisor on rules and procedures at membership meetings.

4.12 These By-Laws may be amended by a three-fourths vote of the entire membership or at two consecutive regularly scheduled meetings by a majority of the members attending the meetings.

4.2 NOTICE

4.21 For purposes of these By-Laws, written notice shall be considered to have been made if notice is made by flier or the regularly distributed newsletter of the Olde Towne Civic League with a best faith effort to distribute said notice to the entire membership.

4.3 FISCAL YEAR

4.31 The fiscal year of this organization shall be the twelve-month period from July 1st to the following June 30th.

4.4 IMPLEMENTATION

4.41 At the June meeting, the Executive Committee shall present a schedule of proposed meetings and major activities for the following two years.

4.42 At the June meeting, the budget, which has been prepared by the Executive Committee and the immediate past Treasurer, shall be presented for the next year.

REVISED FEBRUARY 19, 2004