Mayfair Civic Association
Constitution and By-Laws
Adopted May 25, 2010
Section I This Organization, to be known as the MAYFAIR CIVIC ASSOCIATION, shall be organized to protect and promote the best interests of the residents within its jurisdiction, to represent the community in those matters pertaining to the safety and maintenance of the area, and to assure that Mayfair will continue to be desirable area in which to live.
Section II The area to be served by the Association will be from Harbison Ave to the South, Frankford Ave to the East, Rhawn Street to the North, and Roosevelt Blvd to the West.
Section III The Executive Body of the Association shall be composed of a President, Vice-President, Treasurer, Secretary, and Sgt. at Arms, Legal Counsel and a Board of Directors.
Section IV Standing Committees appointed by the President shall be as follows:
Mayfair Memorial Playground Committee
Mayfair Business Association
Section V Additional Committees shall be appointed as needed.
Duties of the President
Section 1. The President shall be Chief Executive Officer of the Association charged with the duty of supervising all of its functions, subject to the orders of the Board of Directors.
Section 2. The President shall preside at all meetings of the Association and the board of Directors and maintain order therein.
Section 3. The President shall put all questions, when duly seconded, to a vote and announce their disposal.
Section 4. The President shall be empowered to sign all checks in payment of bills that have been previously sanctioned by the Board of Directors, regular membership meeting of four-fifths (4/5) Executive Board vote.
Section 5. The President shall a member ex-officio of all committees.
Duties of the Vice-President
Section 1. It shall be the duty of the Vice-President to perform all the duties of the President in his or her absence.
Section 2. The Vice-President shall assist the President in any duties when request.
Section 3. It shall be the duty of the Vice-President to determine the vote on special amendments and issues that require a majority vote.
Duties of the Treasurer
Section 1. It shall be the duty of the Treasurer to receive, or collect, all funds that are the property of the Association and to give a receipt therefore.
Section 2. The Treasurer shall sign the checks to pay all bills which have been previously approved by the Board of Directors, when they are countersigned by the President, Vice President or Secretary.
Section 3. The Treasurer shall keep a record book of the monies received showing the source thereof and a record of bills and expenditures and to whom paid.
Section 4. The Treasurer shall render to the Association at each regular meeting an itemized report of the sums received and from what source, the expenditures since the last report and the balance on hand.
Section 5. The Treasurer shall submit the book and official documents of the Board of Directors upon request (who shall act as an auditing committee) to enable them to make a proper report.
Section 6. The Treasurer shall submit the books and official documents to the Board of Directors two weeks (14 days) prior to the Treasurer’s election.
Duties of the Secretary
Section 1. It shall be the duty of the Secretary to keep the minutes of the meetings of the Association and the Board of Directors, be the custodian of the records and perform such other duties may be assigned to him/her by the Board of Directors of the President.
Section 2. It shall be the duty of the Secretary to notify the Board of Directors of regular and special meetings.
Section 3. The Secretary shall report and/or read all communications pertaining to the business of the Association at the meetings.
Section 4. It shall be the responsibility of the Secretary to run or appoint (with majority Executive Board consent) an impartial individual to run scheduled elections.
Duties of the Sergeant at Arms
Section 1. It shall be the duty of the Sgt. At Arms to act as the Parliamentarian of the Association.
Section 2. The Sgt at Arms shall also be the body that recognizes floor speakers if a microphone or recognition is necessary.
Duties of the Legal Counsel
Section 1. The Legal Counsel shall be responsible for all legal issues that arise before the Association. If any such elected officer of the board is a licensed Attorney, they shall also serve in the capacity of Legal Counsel as long as they are not the President. If no such member exists, such Counsel shall be appointed by the President.
Board of Directors
Section 1. The Board of Directors shall consist of all the elected officers, the Executive Director of the Mayfair Community Development corporation, the Mayfair Townwatch and the Mayfair Business Association.
Section 2. Meetings of the Board must be held in March and September of each year and whenever else the President sees fit.
Section 3. Meetings of the Board shall take place within two weeks prior to the March and September General membership meeting.
Section 4. Meetings of the General Membership shall be the last Tuesday of every odd month except July (January, March, May, September, and November).
Section 5. Other meetings such as those convened for special purposes or zoning issues shall be called and fixed by the President, preferably in even months.
Section 6. The Board of Directors shall designate the Bank or Savings Association as the depository for funds of the Association.
Section 7. Checks may be drawn on the Association’s account upon the signature of the Treasurer with approval of the President.
Section 8. The Board of Directors, after discussion, consideration and majority vote, shall be empowered to expel a member or officer from the Board who may be deemed detrimental to the welfare and operation of the Association.
Section 1. All Standing Committees will be appointed at the first meeting of the Board of Directors following such election meeting.
Section 2. All Select Committees will be appointed when created.
Section 1. The Boundaries shall be from Harbison Ave to the South, Frankford Ave to the East, Rhawn Street to the North, and Roosevelt Blvd to the West.
Dues and Fiscal Year
Section 1. Yearly Dues for the Association are ten (10) Dollars.
Section 2. The Fiscal Year of the Organization shall begin in September and end in August.
Elections of the Executive Board
Section 1. The Election of the Executive Board shall occur every odd year at the second meeting following the first meeting of the fiscal year.
Section 2. Each Board Member may only serve three consecutive terms in any Board Office.
Section 3. In the event of a death, resignation, removal of any executive board member, their role shall be filled in the interim by appointment of the president with a vote of the entire Executive Board. Such appointment shall only be an Interim appointment whereas nominations will be held at the next General Membership meeting whereas elections will be held at the next General Membership meeting.
Section 1. The website for the Association shall be www.mayfaircivicassociation.com.