CONSTITUTION OF THE CORAM CIVIC ASSOCIATION
NAME, OBJECT, AND MEMBERSHIP
Section 1: Name: The name of the association shall be the Coram Civic Corporation d/b/a as the Coram Civic Association.
Section 2: Purpose: To maintain a strong, unified, and representative ‘voice of the community’ with an influential effect on the continuing development of the quality of life for all residents of the hamlet of Coram.
Section 3: Membership: An individual who has reached the age of eighteen years and who is a resident of Coram (11727 zip code) shall be eligible for annual membership. An individual shall be determined to be a member upon meeting the eligibility requirements and paying annual dues in an amount as defined in the Bylaws. Only members in ‘good standing’ as defined in the Bylaws may vote in the elections. A member in good standing is able to vote in the election of officers, directors, and all other matters concerning the Association that are put up for vote by the Board. Non-voting annual guest memberships are available as per guidelines in the Bylaws.
OFFICERS, DIRECTORS, ELECTIONS, TERMS OF OFFICES, BOARD OF DIRECTORS, VACANCIES AND COMMITTEES
Section 1: Officers: The elected officers of this Association shall be a President, a Recording Secretary, a Treasurer, and such other officers as may be provided for in the Bylaws. Any two or more offices may be held by the same person, except for the offices of President and Recording Secretary. A board member holding two or more offices will have only one vote. Officers will receive no compensation for their services but may be reimbursed for pre-approved expenses. All officers must be residents of Coram (11727). An officer of the Civic can be determined to have vacated their office if they fail to attend three (3) successive general or Board meetings without valid cause as defined in the Bylaws. The Board of Directors by a 2/3 majority vote will determine if removal is required.
Section 2: Directors: The number of elected Directors of this Association shall be at the discretion of the Board of Directors but will include at a minimum all Officers as defined in the Bylaws. All Directors must be residents of Coram (11727). A Director of the Civic can be determined to have vacated their office if they fail to attend three (3) successive general or Board meetings without valid cause as defined in the Bylaws. The Board of Directors by a 2/3 majority vote will determine if removal is required.
Section 3: Elections & Terms of Office: (a) The officers shall be elected at the annual meeting of the Association. (b) Officers shall hold office for a period of two years or until their successors are elected and assume office. (c) Board Directors who also serve as Officers as defined in the Bylaws will serve a term of office on the Board concurrent with the term of office of their Officer position. Other members of the Board of Directors shall hold office for a period of one year or until their successors are elected and assume office. (d) Upon a quorum being met, a simple majority of the votes of those members present in ‘good standing’ as defined in the Bylaws shall constitute an election. (e) In an uncontested election for an Officer or Director, the President will have the option to request the Recording Secretary to cast one affirmative vote for determining the official outcome in lieu of a general vote of the membership in good standing. (f) Annual Meeting schedule may be modified on an Act of God basis.
Section 4: Board of Directors: There shall be a Board of Directors composed at a minimum of the elected officers of the Association; specifically, the President, Recording Secretary, Treasurer, and such other Officers and Directors as may be provided for in the Bylaws each having a single vote. A board member holding two or more offices will have only one vote. The Board of Directors will by a simple majority rule be responsible for the day-to-day operations of the Civic. The Board of Directors shall appoint the Nominating Committee and additional committees as the needs of the community dictate. The Board of Directors shall, to the extent permitted by law and the Constitution and Bylaws of this Association, exercise all the powers inherent in this Association. Meetings of the Board of Directors shall be held as provided in the Bylaws.
Section 5: Vacancies: All vacancies of Officers and Directors will be replaced under the guidelines of the Bylaws.
Section 6: Committees: (a) A Nominating Committee will be selected by the Board of Directors at least two months prior to the Annual Meeting as per the Bylaws. The President shall appoint one of the members of the nominating committee as chairman of such committee. The duties of this committee shall be those normally performed by nominating committees. (b) Other committees will be formed as per the Bylaws.
MEETINGS, NOTICES AND QUORUM
Section 1: Annual Meetings: The Annual Meeting of the Association shall be held in the month of November of each calendar year for the election of Officers and Directors. Elected Officers and Directors will be sworn in at the next General Meeting held. The Annual Meeting schedule may be modified on an Act of God basis.
Section 2: Special Meetings: Special meetings of the Association may be called by the President, or upon the President's refusal to do so, by the Recording Secretary upon the written request of twenty-five (25) members in good standing of the Association. All members will be notified of special meetings so called, at least five days in advance, the notice to specify the time, place, and purpose thereof. A notice conveyed to a member at a contact point appearing in the membership records of the Coram Civic Association at least six days prior to the date of such meeting shall be deemed complete compliance with the notice herein required.
Section 3: Quorum: Ten percent of the members in good standing constitute a quorum at any election or special meeting.
Dues: Membership dues in the Association shall be as established by the Bylaws.
PROCEDURES AT MEETING
Procedures: Robert's Rules of Order shall be used as a guideline for all meetings of this Association and may be modified at the discretion of the presiding officer.
Minutes: The minutes of the general meeting shall be reviewed, corrected, approved by the Board, recorded, and made available to the membership prior to or at the next general meeting.
INITIATION AND AMENDMENTS
Section 1: Initiation: This constitution will become effective upon written submission to the Association membership, and upon affirmative response by a majority of no less than ten percent of the members in good standing.
Section 2: Amendments: This Constitution may subsequently be amended by a majority vote of no less than ten (10) percent of the members in good standing. The President may call for the vote by ballot.
Adopted Coram, NY: 8/28/2006 Amended 5/28/2008, 5/24/2010, 02/07/2021
Founding Members: Kathleen Meade, Nancy Cobian, Michael Dickson, Eva Greguski, Maria Inzalaco, James F. Meade
BYLAWS OF THE CORAM CIVIC ASSOCIATION
The Bylaws of the Association are the primary policies and guidelines by which the Association conducts the day-to-day operations and are subject to change under the Amendment clause of the Bylaws as current law and the current needs of the Association require to accomplish the purpose of the Association as contained in the Constitution.
OFFICERS & DIRECTORS
Section 1: The Officers of the Association will be as per Article II Section 1 of the Constitution plus a Vice President, Membership Secretary, Corresponding Secretary, and a Sergeant-At-Arms and such other officers as may be determined by majority vote of the Board of Directors. Section 2: The Directors of the Association will be as per Article II Section 2 of the Constitution.
DUTIES OF OFFICERS & DIRECTORS
Section 1: Duties of the President: The President shall preside at all meetings of the Association, shall be a member ex-officio of all committees, and shall perform all the duties inherent to the office. It shall be the duty of the President to sign all contracts and obligations authorized by the Association.
Section 2: Duties of the Vice President: The Vice President, in the absence or the direction of the President, shall perform all duties and exercise all powers delegated herein to the President.
Section 3: Duties of the Treasurer: The Treasurer shall have charge of the funds of the Association and shall collect and receive all monies and deposit the same in a bank which shall have been previously selected by the Association. The Treasurer shall disburse as directed by the President or Board of Directors. The Board of Directors is authorized to make all necessary emergency expenditures and the Treasurer shall make an annual report of all expenditures on behalf of the Board of Directors. Expenses over $250 must have double signatures on disbursement forms upon which a single signature check may be executed by an authorized signer.
Section 4: Duties of the Recording Secretary: The Recording Secretary shall keep the minutes of the meetings of the Association, have custody of the records of the Association, other than those of the Treasurer, and perform such other duties as the Association may direct.
Section 5: Duties of the Membership Secretary: It shall be the duty of the Membership Secretary to record all applications for membership and to keep a roster of all members, along with their names and addresses. It shall also be the duty of the Membership Secretary to forward, without delay, any reports that may be requested by the President and to submit any pertinent files for the purpose of inspection and audit whenever ordered to do so by the President. It shall also be the duty of the Membership Secretary to keep account of the financial standings, in this Association, of each member. The Membership Secretary shall collect all dues and remit the same over to the Treasurer within ten (10) days, taking a receipt at that time. The Membership Secretary shall make available a current list of the membership at every regular or special meeting of the Association.
Section 6: Duties of the Corresponding Secretary: The Corresponding Secretary shall conduct the general correspondence of the Association, give notice of all regular and special meetings of the Association and the Board of Directors, and perform such other duties as the Association may direct.
Section 7: Duties of the Sergeant-At-Arms: It shall be the duty of the Sergeant-At-Arms to direct members and guests to indicate their presence in writing at all regular and special meetings of the Association. In addition, the Sergeant-At-Arms shall greet and welcome all invited speakers. The Sergeant-At-Arms shall maintain order and, at the President’s direction, escort a member or guest who is out of order from the meeting.
Section 8: Duties of Director: It shall be the duty of each Director to carry out those responsibilities as determined by the President and/or a majority vote of the Board of Directors. The basic premise of the NPCL (Not for Profit Corporate Law) is that a not-for-profit corporation is managed by its Board of Directors acting as a body through a majority vote. Directors, acting as individuals, have no power to act on behalf of the corporation unless specifically directed to do so on a case-by-case basis by the Board of Directors.
Membership will be as per Article I, Section 3 of the Constitution.
Section 1: Non-voting annual Guest Memberships on a non-participating basis will be permitted for non-residents over the age of 18 upon payment of the annual dues.
Section 2: Non-voting annual Student Memberships on a participating basis will be permitted under the Guest Membership clause for students in the 7th to
12th grade levels who are residents in the 11727 zip code and are under the age of 18 with written parent approval. Annual dues for Student Membership are waived.
Section 1: Elections will take place as per Article II, Section 3(a) & 3(f) of the Constitution.
Section 2: Election of Officers shall be as follows: during even years President, Corresponding Secretary, Treasurer, and Sergeant at Arms; during odd years Vice President, Recording Secretary, and Membership Secretary.
Section 3: Election of Board Directors shall be as follows: Directors who also serve as Officers as defined in the Bylaws will be elected as per Elections Section 1 of the Bylaws. Other members of the Board of Directors shall be elected on an annual basis.
Section 1: An Officer or Director may voluntarily vacate their office through resignation for any reason through direct communication to the President or Board of Directors. The Board of Directors will formally accept the resignation and place the action in the meeting minutes.
Section 2: An Officer of the Civic can be determined to have vacated their office if they fail to attend three (3) successive general or Board meetings without valid cause as defined in the Bylaws and be subject to removal.
Section 3: A Director of the Civic can be determined to have vacated their office if they fail to attend three (3) successive general or Board meetings without valid cause as defined in the Bylaws and be subject to removal.
Section 4: If a vacancy should be determined or occur, the Board of Directors shall have the option of filling that vacancy by majority appointment, special election or leaving that position vacant until election at the next Annual Meeting as per Article II Section 1 of the Constitution except if that vacancy is for the President. If a vacancy of the President’s office occurs for any reason, a special general election must be held within 90 days to fill the position.
The Board of Directors by a 2/3 majority vote shall determine if removal of an Officer or Director is required. The Officer or Director will be notified of the Board’s decision by certified mail 30 days prior to the date of removal. Replacement of the position will be as per Vacancies Section 4 of the Bylaws
Valid cause relates to Officer and Director absenteeism. Valid cause will be any life event, family matter, illness, accident, personal matter, or any other reason presented to and accepted by the President and/or majority vote of the Board of Directors.
ELIGIBILITY TO VOTE
Eligibility to vote: A member as defined in Article I Section 3 of the Constitution is able to cast a vote in matters concerning the Association if that member is a member in ‘good standing.’ An individual shall be determined to be a member in good standing if (a) such member has attended at least four (4) regular monthly meetings in the prior twelve (12) months; and (b) membership dues are current. DUES Dues for membership will be $15.00 per person per annum on a calendar basis. Annual dues must be renewed by January 31 of the following year to maintain continuous membership.
Section 1: Regular meetings of the Association shall be held on the fourth Monday of the month at 7:30 pm or at a time otherwise designated by the Board of Directors. No regular meeting will be held in December if the Holiday Festival is being held that month unless otherwise determined by the Board of Directors.
Section 2: Meetings are held at the Coram Fire House Community Room located at 303 Middle Country Road unless otherwise designated by the Board of Directors. Section 3: Board of Directors meetings of the Association will be held at least once per month or as otherwise directed by the President. Board of Directors meetings including Board votes may be held telephonically, via video conferencing, or other electronic means when necessitated or desired. A Board of Directors meeting must have a quorum of ½ to be an official meeting.
Section 1: There shall be the following standing committees composed of at least two (2) members: Beautification, Commerce Development, Highway & Roads, Membership, Nomination Committee, Planning & Land Use, Public Relations and Special Events.
Section 2: The Nominating Committee will be appointed two months prior to the Annual Meeting. The Nominating Committee will consist of at least three (3) and not more than eight (8) active members in good standing, selected by the Board of Directors from different sections of the community. Section 3: Liaisons will be appointed as the community's needs require.
Section 4: Additional committees and sub-committees will be appointed as needed by the Board of Directors.
ORDER OF BUSINESS
The Order of Business to be followed at meetings shall be:
A. Call to order - Salute to the flag
B. Treasurer's Report
C. Report of Officers
D. Report of Committees
E. Members Speak
F. Old Business
G. New Business
H. Guest Speaker
I. Motion to adjourn Order of Business may be changed at any time at the discretion of the presiding officer.
These Bylaws may subsequently be amended by a majority vote of the Board of Directors.
Adopted Coram, NY: 8/28/2006 Amended 5/28/2008, 5/24/2010, 2/7/2021
Founding Members: Kathleen Meade, Nancy Cobian, Michael Dickson, Eva Greguski, Maria Inzalaco, James F. Meade
Coram Civic Association
PO Box 21
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