NOYAC CIVIC COUNCIL
Article 1: TITLE
The organization shall be known as the “Noyac Civic Council, Incorporated,” and shall consist of a general body operating under a Constitution and By-Laws duly established.
Article 1A: HAMLET BOUNDARIES
The Hamlet of Noyac shall consist of all those certain plots, pieces or parcels of land situate, lying and being at Noyac in the Town of Southampton, County of Suffolk, and State of New York. The boundaries are reflected in the map of the Town of Southampton.
Article 2: QUALIFICATIONS FOR MEMBERSHIP
Members of the Council shall be property owners of record, or any person over the age of eighteen years who resides in the Hamlet of Noyac.
Article 3: QUALIFICATIONS FOR OFFICERS
Officers of the Council shall be any member in good standing residing in the Hamlet of Noyac and who has attended at least five Noyac Civic Council meetings in the current year.
Article 4: SEAL
The Council has an official seal approved and adopted by the membership. The Treasurer keeps the seal.
Article 5: POWERS OF THE COUNCIL
All officers and committees shall serve at the complete discretion of the membership in general assembly which shall have absolute and exclusive jurisdiction and control over the Council, its laws and administration thereof. The membership of the Council may, by due process, alter amend, repeal or enact any law or regulation and provide for the welfare of its membership.
Article 6: DUTIES OF THE PRESIDENT
The President shall be the chief executive of the Council and shall have general supervision over the business of the Council and over its several officers, committees and agents. The President shall have the responsibility for carrying out the objectives of the Council in accordance with such policies or directions as may from time to time be prescribed by the membership of the Council, and he or she shall have all authority necessary to enable him of her to do so. The President shall preside at all meetings of the Council at which he or she is present. The President shall, except as otherwise provided, have the power to appoint all committees not otherwise provided for and have the power to temporarily fill all vacancies occurring in any office of the Council, from any cause, except the office of the President, until ratified by the membership at the next meeting.
Article 7: DUTIES OF THE VICE PRESIDENT
There shall be a First Vice President and a Second Vice President. Duties of the Vice Presidents shall be to serve and obey all orders of the President. During the absence or disability of the President, the First Vice President shall perform the duties of the President and such other duties as may be required. If the President and the First Vice President are absent or disabled, the Second Vice President shall perform the duties of the President and such other duties as may be required.
If any officer is absent from three (3) consecutive meetings, the President could request the officer to step down.
Article 7A: VACANT OFFICES OF PRESIDENT AND VICE PRESIDENTS
If all three offices are vacant, or if a Vice President declines advancement such that the office of President remains vacant, then such vacancies shall be filled by election at the next regular Council meeting. Due Notice of such election shall be given in writing to each member of the Council by order of the Council Trustees.
Article 8: DUTIES OF THE TREASURER
- The Treasurer shall keep a true and accurate record of the finances and perform such other duties as may be required, shall receive all money due to the Council from whatever sources, and shall have charge of the seal.
- The Treasurer shall be the custodian of the funds of the Council and shall promptly deposit such funds in such depository as the Executive Committee, from time to time, may direct. The Treasurer shall if such funds permit, pay all proper bills of the Council, shall keep a true and accurate account of such funds, and report thereon, from time to time, as required.
- At the first regular meeting in each year, the Treasurer shall present a complete report (“Treasurer’s Annual Report”). This report will show a) the number of persons in good standing and any crucial notations that should be brought to the attention of the membership; b) an itemized statement of monies received and disbursed; c) the amount of dues receivable; and d) such other information as may be necessary to show the exact financial condition and numerical strength of the Council. (Note: As of the year 2013, the President Emeritus created and maintains a data base of checks received and other information which he will share with the Treasurer for the Annual Report.)
- The Treasurer’s Annual Report shall be audited by the Trustees each year and then filed with the Council by April 15th of the year.
- At the Expiration of the Treasurer’s official term, the Treasurer shall deliver to the successor all books, funds, seal and other property of the Council in possession, but not until accounts have been audited by a committee duly appointed.
- The Treasurer shall file IRS form 990 in a timely fashion.
Article 9: DUTIES OF THE RECORDING SECRETARY
- The Recording Secretary shall keep a true and accurate written record of the proceedings of the Council.
- The Recording Secretary shall preserve the archives of the Council and perform such other duties as may be required.
- At the Recording Secretary’s expiration of the official term, the Recording Secretary shall deliver to the successor all books, papers and other property of the Council which may be in possession at that time.
Article 10: DUTIES OF THE CORRESPONDING SECRETARY
- The Corresponding Secretary shall conduct all correspondence, present all communications of interest to the Council, keep a faithful and current record of the names and addresses of its members, and notify all committees of their appointments and the duties imposed upon them.
- The Corresponding Secretary shall furnish the officers, committee and members of the Council such information relative to the affairs of the Council as may be necessary and proper.
Article 11: DUTIES OF THE SERGEANT-AT-ARMS
- The Sergeant-At-Arms shall introduce and accommodate new members and guests, and perform such other duties as the President may direct.
- The Sergeant-At-Arms shall maintain order at the meeting.
Article 12: TRUSTEES
There shall be five (5) Trustees, each elected for a three (3) year term. The Trustees shall prepare and file an audit of the Treasurer’s Annual Report each year and shall make other reports to the Council.
Article 13: EXECUTIVE COMMITTEE
The Executive Committee of the Council shall consist of the President, Vice-President, Second Vice-President, the Treasurer, the Recording Secretary, the Corresponding Secretary, the Sergeant-At-Arms and the Trustees.
Article 14: DUES
Membership dues are payable in the amount and term set by the Executive Committee and shall be due by June 1.
Article 15: AMENDMENTS
The Constitution may be amended by presenting the proposed amendments in writing at a regular meeting, which Amendment(s) shall be laid over for action until the following regular meeting. Notice of such Proposed Amendment shall be given to the members by U.S Mail or by Electronic Mail three (3) weeks prior to the regular meeting as specified in the Notice in which action will be taken. A majority of those present, or a vote by proxy shall be necessary for the adoption of such Amendment. The written vote shall be certified by the Trustees at such regular meeting.