Section 2. The purposes for which it is formed are: to render constructive civic services for the promotion of the health, safety and welfare of the community and of the citizens, property owners, and lessees of Jekyll Island; to inculcate civic consciousness by means of active participation in constructive projects which will improve the community, state and nation; and to assure equal and just treatment under all applicable laws and ordinances, to all citizens, property owners, and lessees of Jekyll Island.
Section 1. The government of the Association shall be vested in a Board of Directors consisting of nine (9) members elected as provided in the By-Laws, together with the immediate past President of the Association who shall have full voting privileges.
Section 1. Membership in the Association shall be limited to those Persons either who live on JekyllIsland or who are owners or lessees of property on JekyllIsland and who have paid the appropriate annual dues specified in the By-Laws.
Section 1. This Constitution may be amended by a total affirmative vote of two-thirds of those members of the Association present at a regular or called meeting, a quorum having been established as defined in Article Four, Section 3, of the By-Laws, and of those who are voting by absentee ballot, provided that a notice setting forth the proposed amendment(s) and the reason(s) therefor shall have been sent to each member at least two (2) weeks prior thereto. Absentee ballots and instructions for their submission shall be enclosed in the notice sent to non-resident members of the Association. Resident members have the option, upon written request, of voting by absentee ballot, provided they are absent from the area on the date of the meeting. Such absentee ballots shall be opened, validated, and counted by the tellers at the time of voting. Alternatively, this Constitution may be amended solely by letter ballot, provided that a notice setting forth the proposed amendment(s) and the reason(s) therefor shall have been sent to each member of the Association at least three (3) weeks prior to the voting date set by the Board of Directors. In such amendment by letter ballot, an affirmative vote of two thirds of those returning the letter ballots within the specified time shall be required.
Section 1. Three (3) members shall be elected to the Board by the Association year to serve three (3) years each and to supply the places of retiring members. New Board members shall assume their duties on, at the first meeting of the year of following their election.
Section 2. At the September meeting it will be announced that anyone interested in running for a Board position may submit their intent to run, their reasons for running and a brief bio to the Board for distribution to the membership. Following the meeting the Secretary shall 'cause notice to be sent to the membership. In the event that not enough candidates submit their intent to run, the Board can appoint a nominating committee to solicite candidates.
Section 3. All candidates information shall be communicated to the membership 2 weeks prior to the elections. The Board shall determine the manner in which the elections shall be conducted. A plurality of votes cast shall be required to elect.
Section 4. Vacancies occurring on the Board shall be filled for the unexpired term by the majority vote of the remaining members of the Board. Notice of its action in filling such vacancies shall be made by the Board to the members of the Association as soon as practicable thereafter.
Section 5. The Board shall manage and conduct the affairs of the organization, carry out polocies adopted by the organization, initiate agreed upon actions on behalf of its members, and generally promote the purpous of the Association and its work. The Board shall not incur any debts or liability in excess of five hundred dollars ($500.00) unless expressly authorized by an affirmative vote of at least seven (7) of its members.
Section 6. The fiscal year of the Association shall be from January 1 through December 31.
Section 7. The Board may elect annually, from among its members, an executive committee of three (3) and delegate to this committee power to transact, at such times as it is difficult or inappropriate to consult with or convene the entire Board for such purpose, business on behalf of the Association, except that no debts or liability shall be incurred, as specified in Section 5, above. All three (3) members of such executive committee shall agree on any course of action taken by them under this provision and shall report fully to the other members of the Board as soon as practicable any actions taken or agreements entered into by them on behalf of the Association. The records of the executive committee shall be incorporated into and become a part of the official minutes of the full Board.
Officers and Committees
Section 1. Officers of the Association shall be a President, VicePresident, Secretary and Treasurer. All officers shall be elected annually by the Board from among its members for a term of one year, commencing February 1.
Section 2. The President, or in the President's absence, the Vice-President shall preside at all meetings of the Association and the Board. In the absence of both, a temporary presiding officer shall be elected by the Board from among its members present. The President shall appoint all committees of the Board, unless otherwise specifically provided or ordered herein, and the President shall exercise general supervision over all the affairs of the Association. Committees of the Association shall be appointed by the Board as needed and can be dissolved at the discretion of the Board at any time.
Section 3. The President shall be a member, ex-officio, of all committees, but the President shall not be counted in determining the quorum thereof.
Section 4. The Secretary shall keep a complete record of all proceedings and correspondence of the Association and of the Board. The Secretary shall notices of meetings to members of the Association and the Board as may be required.
Section 5. The Treasurer shall keep a complete record of all monies received and expended and shall otherwise perform the duties usually assigned to this office. The Treasurer shall make payments only for expenditures properly approved by the Board, and all checks shall bear the signature of the President or the Treasurer. In the absence or incapacity of the Treasurer, the Treasurer's
power to sign checks may be delegated by the Board to another of its members.
Section 6. Contracts and other formal documents, duly approved by the Board, shall be signed by the President and one other member of the Board.
Article Three Dues
Section 1. The annual dues of the Association shall be determined by the Board and shall be payable at the commencement of each fiscal year.
Meetings of the Association
Section 1. The first meeting of the year of the Association for the presentation of members of the Board and the transaction of general business of the Association shall be held during the month of January each year.
Section 2. Special meetings of the Association may be called at any time by the President or, in the President's absence, by the Vice President, upon the written request of a majority of the Board, or upon the written request of not less than twenty-five (25) members of the Association. Five (5) days' notice of any special meetings must be given to the members of the Association and the notice must state the object of the meeting.
Section 3. Ten (10) percent of the paid membership current at the time shall constitute a quorum at meetings of the Association.
Meetings of the Board
Section 1. The Board may elect to meet regularly on the first Monday of each month, unless otherwise scheduled by the board.
Section 2. The President may call a special meeting of the Board at any time, and a special meeting must be called upon the written request signed by any two (2) members of the Board. At least one (1) day's notice of such meeting must be given to the members of the Board and the notice must state the object of the meeting.
Section 3. Special meetings of the Board may also be called upon request of at least twenty (20) members of the Association, provided that the request is submitted in writing to the President and states fully the reason(s) for the meeting. At least-one (1) day's notice of such meeting must be given to the members of the Board and the notice must state the object of the meeting.
Section 4. The Board may, at its option, extend to Association members present as observers at its meetings, the courtesy of participation in discussion of items on its agenda for that meeting.
Section 5. Five(5) members shall constitute a quorum for the meetings of the Board.
Section 1. These By-Laws may be amended by a total affirmative vote of two-thirds of those members of the Association voting.
Meeting Rules and Communication
Section 1. Robert's Rules of Order shall govern the proceedings of all meetings except when such rules are at variance with the provisions of these By-Laws, in which event the By-Laws shall prevail.
Section 2. The President may designate a Parliamentarian, pro tempore, to serve at each meeting of the Association.
Section 3. All communications of the Association shall be distributed in such a manner that facilitates the broadest dissemination of information and maintained the integrity of any voting processes. Information may be distributed at meetings, in printed form, sent electronically or via the JICA website. Any reference within our Constitution or By-Laws to "written ballots", "mailed ballots", "mailed notices" etc shall include either electronic or hard copy distribution at the discretion of the Board.