SECTION 1. Name. The name of this incorporated association shall be Charlestowne North Tenants Association (hereinafter referred to as CNTA).
SECTION 2. Membership. All tenants of Charlestowne North (hereinafter referred to as CN) shall be considered members of CNTA.
SECTION 3. Location. The mailing address of CNTA shall be a mailbox to which all Committee members shall have access. The address shall be posted on the CNTA website, and in CN laundry rooms (or other places chosen by the Committee).
SECTION 4. Purpose. The purposes of the CNTA are:
SECTION 1. Annual Meetings. The annual meeting of all members shall usually be held on the second Sunday in January of each year, at 4pm. The agenda shall include presentation of the CNTA accounts for the previous 12 months and election of the Committee for the following 12 months (see Article 3, Section 3).
SECTION 2. Regular Meetings. Bi-monthly meetings shall be held after the annual meeting, alternating between Saturdays and Sundays at 4pm. At least 2 members of the Committee shall be present to report activities, answer questions and receive suggestions.
SECTION 3. Special Meetings. Special meetings may be called at any time by the President, upon demand by 3 Committee members or upon written (or e-mail) request by tenants representing 10% of the apartments in CN.
SECTION 4. Notice of Meetings. Notice of each annual and regular meeting shall be communicated by an announcement on the CNTA website at least 7 but not more than 14 days before the meeting. Special meetings shall be announced as soon as possible after they are called. Copies of the announcements shall be posted in all CN laundry rooms (or other places chosen by the Committee) within 24 hours of the website announcement.
SECTION 1. Number. The CNTA Committee shall consist of 5 members.
SECTION 2. Annual Nomination. Candidates for the incoming Committee shall be nominated by members over 18 years old from the floor of the annual meeting. The presiding outgoing Committee member present (see Article 3, Section 8) shall rule on eligibility to nominate and be nominated, if required, based on their knowledge of the current tenant list at CN. Such rulings shall be final for the meeting.
SECTION 3. Annual Election of Officers. The names of all nominated candidates shall be written on a large board visible to all present at the annual meeting. Election shall then be by secret ballot, unless a majority of members present over 18 years old choose election from the floor. The presiding outgoing Committee member shall rule on any participants eligibility to vote, if required, based on their knowledge of the current tenant list at CN. Such rulings shall be final for the meeting. If the election is by secret ballot, official ballot papers shall be distributed to all members present over 18 years old. Each voting member shall then write up to 5 names on the ballot and cast their vote. The names may be of nominated candidates or of any other member over 18 years of age. If the election is from the floor the presiding outgoing Committee member shall choose 2 members to count votes and shall then call the names of each nominated candidate in turn, to receive votes by a show of hands from those members over 18 years old. Voting members may vote for any number of nominated candidates. The presiding outgoing Committee member shall record the vote totals for each candidate on the board next to their names. The candidate receiving the most votes shall be President. In the event of ties, either for President or Committee membership, tieing candidates may agree among themselves who shall be considered elected, or, failing such agreement, lots shall be drawn.
SECTION 4. Resignation of Officers. The President may resign from the Presidency, effective immediately, upon written (or e-mail) notification of the Vice President, in which case the Vice President shall become President. The Vice President may resign from the Vice Presidency, effective immediately, upon written (or e-mail) notification of the President. A new Vice President shall be selected according to the procedure in Article 4, Section 3. A Committee member may resign from the Committee upon written (or e-mail) notification of the President.
SECTION 5. Removal of Officers. A Committee member shall be removed at the written request of members of CNTA representing more than 50% of the CN apartment units.
SECTION 6. Committee Vacancies. When a vacancy occurs on the Committee, through resignation, removal, or any other reason, a replacement shall be elected at the next regular meeting (or at a preceding special meeting if requested, see Article 2, Section 3). The election procedure shall be the same as at an annual meeting.
SECTION 7. Compensation. No officer shall receive compensation for any service to CNTA. However any officer may be reimbursed for actual expenses incurred in the performance of his duties.
SECTION 8. Precedence. At meetings where the President and Vice-President are absent, a Committee member shall preside; chosen by consensus of Committee members present if possible, otherwise by drawing lots.
SECTION 1. Assignment of Roles. At the first Committee meeting after the annual meeting, a Vice President shall be chosen. If consensus is not possible, the President shall choose. The duties of Secretary, Treasurer and Webmaster shall then be assigned. If consensus is not possible, the President shall make the assignments, and assume any duty or duties not accepted by other Committee members.
SECTION 2. President. The President shall preside at all meetings of members and of the Committee.
SECTION 3. Vice President. The Vice President shall be chosen by vote of the Committee, at the first Committee meeting after the annual meeting of members. If the Committee vote is tied, the President shall choose between candidates. The Vice President shall act in place of the President, if the President is absent, or is unable or refuses to act; and shall exercise and discharge such other duties as may be required by the Committee.
SECTION 4. Secretary. The Secretary shall record the votes and keep the minutes of all meetings and proceedings of the members and the Committee. The Secretary shall be responsible for posting all minutes to the CNTA website, and for providing notice of all meetings through the website and in all CN laundry rooms (or other places chosen by the Committee) and shall exercise and discharge such other duties as may be required by the Committee.
SECTION 5. Treasurer. The Treasurer shall receive and deposit in bank accounts approved by the Committee all monies of the Association and shall disburse such funds as directed by the Committee. The Treasurer shall keep proper books of account, shall describe any account activity since the last public meeting at each bi-monthly meeting (and to the CNTA website) and shall prepare an annual statement of income and expenditures for presentation at the annual meeting (and to the CNTA website) and shall exercise and discharge such other duties as may be required by the Committee.
SECTION 6. Webmaster. The Webmaster shall maintain a CNTA website accessible only to CNTA members, and shall provide such access whenever requested. The Webmaster shall provide all other Committee members in writing with such information that another member can assume the Webmasters duties if necessary, and shall exercise and discharge such other duties as may be required by the Committee.
SECTION 2. Special Meetings. Special meetings of the Committee shall be held whenever requested by the President or by any other two Committee members. Notice of at least three days should normally be given.
SECTION 3. Quorum. Quorum shall be considered achieved if three Committee members are present. If neither the President nor the Vice President is present, the presiding officer shall be determined by consensus, if possible, otherwise by drawing lots.
SECTION 4. Guests. The President or two Committee members may invite guests to any Committee meeting, unless two Committee members object.
SECTION 5. Action taken without a meeting. The Committee shall have the right to take any action in the absence of a meeting which they might have taken at a meeting by obtaining the written (or e-mail) approval of all Committee members.
SECTION 2. Records in public areas. Each CN laundry room (or other places chosen by the Committee) shall include all instructions necessary to access the CNTA website, together with instructions for those without web access providing an alternative way to obtain any document on the CNTA website.
SECTION 3. Records available from the Secretary. The Secretary shall maintain paper copies of all the documents listed in Section 1, except the annual statements of account. The President shall also maintain copies of these documents. At every regular meeting of the Committee, the President and Secretary shall ensure that their records are complete.
SECTION 4. Records available from the Treasurer. The Treasurer shall maintain copies of all annual statements of account and all accounts of account activity presented at other public meetings (see Article 4, Section 5). The Treasurer shall also maintain the CNTA Receipt Book and shall keep a copy of all correspondence sent and received concerning CNTA bank accounts. At each regular Committee meeting, the Treasurer shall provide the President with copies of any new correspondence concerning accounts, and copies of new receipts if there have been any contributions from members to CNTA accounts.