By-Laws of the Crystal Beach Manor Civic Association

By-laws 

CRYSTAL BEACH MANOR CIVIC ASSOCIATION 

Adopted 3 September, 1972 

With All Approvals Voted Upon Through 2022 

ARTICLE I NAME 

The name of this organization shall be the Crystal Beach Manor Civic Association, Incorporated. The address of the association shall be, in the care of the current secretary, P. O. Box 5, Earleville, Maryland 21919. 

ARTICLE II PURPOSES 

The purpose of this Association shall be to provide its members with the organizational means of solving cooperatively such problems as are common interest and to promote good will and understanding among its members. 

ARTICLE III MEMBERSHIP 

Any property owner or a year-round renter at Crystal Beach Manor, who is at least 18 years of age, is eligible for membership. There may be a maximum of 2 paid members per household, however, only one vote per membership/person. (Approved August 4, 1996) 

ARTICLE IV OFFICERS 

Section 1. The Officers of the Association shall be a President, a Vice President, a Secretary, a Treasurer and Directors, one from each section except “E” which shall have (5) directors. (Approved September 2, 2000) 

Section 2. The term of office shall be one (1) year. Any Officer shall be eligible to succeed herself/himself or to be elected to a different office for a succeeding term. The term of office shall begin at the conclusion of the first Association meeting in September.  (Approved September 11, 2022) 

Section 3. At the regular meeting in July, a nominating committee shall be appointed by the President. There shall be a minimum of three on the committee. The members shall be eligible to vote and should not be a current officer, nor shall they be a candidate for an upcoming office. It shall be the duty of the committee to nominate a candidate for each office to be filled at the September meeting. Within two (2) weeks of their appointment, the committee shall have a preliminary slate presented to the President for review. The formal slate of nominees shall be read at the August meeting providing the consent of the nominee is first obtained. Prior to the appointment of the Nominating Committee, it will be the duty of the President to read this section (Article IV, Section 3) in its’ entirety so that the committee is aware of its’ responsibilities to the membership. (Approved September 11, 2022) 

Section 4. Election shall be at the regular September meeting. Election shall be by secret ballot and a majority vote shall elect. If there is only one candidate for an office the vote shall be taken viva voce’. (Approved October 9, 1993) 

Article V Duties of Officers 

Section 1. The President shall preside at all meetings and shall perform such other duties as are specified in the Parliamentary Authority adopted by the Association. The President shall be ex-Officio, a member of all the committees and shall sign all official documents approved by the Association. The President will sign all checks of the Association which are greater than $500.00.  In the event that the President is unavailable, the Vice President or Secretary may sign. (Approved June 11, 2022)  

Section 2. The Vice President shall, in the absence of the President or at the request of President, perform the duties of the President. 

Section 3. The Secretary shall be responsible to keep the minutes of all meetings. The Secretary shall be responsible for any correspondence leaving and coming into the Association and shall be responsible to read any correspondence for the Association at the regular monthly meetings. (Approved September 2, 2000) The Secretary shall also be responsible to chair the Audit Committee which shall audit the financial records of the Association in the first quarter of each year. (Approved September 7, 2002) 

Section 4. The Treasurer shall receive and record payment of dues and give a current roster to the Membership Chairman. The Treasurer shall receive all funds of the Association and shall deposit them in the name of the Association, in the financial institution as approved by the membership and shall draw on this bank for payment of bills duly authorized. The Treasurer shall be bonded, the fee for which is paid for by the Association. The Treasurer will sign all checks of the Association. The authorized officers are permitted to spend up to $500.00 without prior voting by the membership. However, the approval of two additional officers is required. (Approved August 14, 2010) The exception is an emergency pavilion expense at which time approval will be obtained by the Board of Directors. (Approved September 7, 2002) The Treasurer shall present a brief financial statement at each regular meeting. Upon the approval of the Board of Directors, the Treasurer may take monies from the checking account and deposit these monies in a savings account or in a certificate of deposit in the name of the Association. Any withdrawals from this savings account of certificate of deposit must be approved by the Board of Directors. These accounts must be in a financial institution as approved by the membership. (Approved June 11, 2022) 

Section 5. Membership Chairman shall maintain a current roster of all members. This roster shall be open for inspection by any member whose dues are paid and shall be the official roster for determining a right to vote. (Approved October 9, 1993) It is also the responsibility of the Membership Chairman to prepare ballots, where ballots are for voting purposes. When/if a position has more than one candidate, the vote will be taken by secret ballot.  The candidate who has the majority of votes will assume the position. (Approved June 11,2022) 

Section 6. Ways and Means Chairman shall be in charge of fund-raising activities as approved by the Board of Directors. (Approved August 5, 1990) 

Section 7. Building and Grounds Maintenance Chairman shall be in charge of the maintenance, rental and expenditures, as approved by the membership for the pavilion. (Approved October 9, 1993) 

Section 8. Bylaws Chairman shall be responsible to present all issues brought before the Bylaws committee. Any discrepancies or problems in adherence to the Bylaws will be investigated by this committee. (Approved October 9, 1993) 

Section 9. Newsletter Editor shall be appointed by the President and shall be responsible to prepare and mail a Newsletter to all membership as often as and with information the Board of Directors shall deem necessary. (Approved September 2, 2000) 

ARTICLE VI BOARD OF DIRECTORS 

Section 1. The Board of Directors shall consist of the duly elected Officers and one (1) Director per section except Section E which shall have five (5) Directors. It shall be their duty to guide and assist the body on non-legal matters and to recommend courses of action to be taken on important matters submitted to them for consideration by the membership. (Approved August 5, 1990) 

Section 2. The Board of Directors shall be responsible to see that the Treasurer’s books are audited every year by the September meeting. (Approved October 9, 1993) 

ARTICLE VII MEETINGS 

Section 1. The conduct of the Associations meetings shall be governed by Robert’s Rules of Order, revised, where applicable and where not inconsistent with these Bylaws. 

Section 2. The Association shall meet regularly at the CBMCA Pavilion at Hilltop and Georgia Avenues, (Approved June 11,2022) in Crystal Beach Manor, Cecil County, Maryland at 10:00 am the second Saturday of May, June, July, August & September. (Approved January 20, 2007)  Meetings may be rescheduled at the discretion of the members. (Approved August 6, 1997)   

Section 3. Special meetings may be called by the President at such place and time as he/she shall direct. Special meetings shall be limited to those purposes as specified in the meeting announcement. A notice of any special meeting shall be communicated to each member at least seven (7) days in advance. (Approved August 5, 1990) 

Section 4. Minutes of each meeting will be maintained. At all meetings of the Association, the members present shall constitute a quorum. 

ARTICLE VIII VOTING 

Section 1. Each membership shall only have one vote and the majority shall rule. (Approved August 4, 1996) 

Section 2. In order to vote for the election of officers, a members’ dues must be paid at least 30 days prior to the date of the elections. (Approved August 4, 1996) 

ARTICLE IX DUES AND FUNDS 

Section 1. Dues shall be $25.00 per year, payable January first (1st) for the calendar year. Each $25.00 dues entitle one vote per membership. (Approved July 9, 2022 retroactive August, 2018)  

Section 2. Membership approval shall be required for all expenditures in excess of $500.00 with the exception of an emergency pavilion or grounds expense at which time approval will be by a majority of Board of Directors. (Approved June 11, 2022) 

ARTICLE X AMENDMENTS 

Amendments to the Bylaws may be made as follows; 

Section 1. A proposed change to the Bylaws must be presented in writing at a regular meeting of the Association and/or in writing to the Chairman of the Bylaws Committee. 

Section 2. The Bylaws Committee shall investigate the effects of such change to the Bylaws. The time period for this recommendation shall not exceed thirty (30) days. (Approved August 4, 1996) 

Section 3. The Bylaws Committee will present its recommendations at a regularly scheduled Association meeting and provide written or electronic copies of the proposed change(s) to all members present. Upon request, any members not present may have copies of proposed change(s). Voting on the proposed change(s) will take place at the next regularly scheduled meeting. (Approved June 11, 2022) 

Section 4. Changes to the Bylaws must be by resolution favorably voted upon by two-thirds (2/3) of the voting members present at a meeting of the Association provided such amendments do not conflict with the provisions of the Articles of Incorporation. (Approved October 8, 1993)