Willoughby Civic League
Constitution and By-Laws

Article l - Name

The name of this organization shall be the Willoughby Civic League

Article ll - Purpose

The purpose of the Willoughby Civic League shall be to promote the principles of good citizenship among the residents, property owners, and proprietors of business establishments of the Willoughby Spit section of the City of Norfolk, to unite for cooperation and interchange of ideas for the best interests of this section towards beautification, recreation, and safety of its residents and the protection of their property investments, and to cooperate with other organizations for the best interests of this section in particular and the City in general.

Article lll - Operating Year

The fiscal year of this organization shall be June 1 through May 31.

Article lV - Boundaries

The geographical boundaries of this organization will be that if Willoughby Spit, including and west of Third View Street.

Article V - Membership

Membership shall be open to all those that meet one of the following criteria:

  • All owners of record of real property located on Willoughby Spit, including and west of Third View street;

  • Any individual who physically resides on Willoughby Spit, including and west of Third View Street.  Proof of residency will include any of the following with pre-printed information contained on the document:  driver's license; current personal checking account; or a copy of a utility bill not more than 60 days old;

  • An owner of a licensed business with a lease in real property which is properly zoned on Willoughby Spit, including and west of Third View Street.

Membership shall reside in an individual person or owner of a licensed business.

Article Vl - Officers

The elected officers of the League shall be the President, First Vice President, Second Vice President, Recording Secretary, and Treasurer.

Article Vll - Board of Directors

The direction of the League shall be vested in the Board of Directors, which shall consist of the Officers, Chairpersons of the Standing Committees, and the immediate Past President.  The Board shall meet on the Monday prior to the regular meeting and at the call of the President.

A special meeting of the Board may be called by the President or any of three Board members with advanced notice of 48 hours being given to each member of the board.

Eight members of the Board shall constitute a quorum, and any decision of the Board of Directors be determined by a majority vote of those members present.

The Board of Directors shall not take a position before governmental body without the approval of the League membership, except in those instances where time is of the essence and:

  • 75% of all Board members concur in the action; and

  • No commitment of Civic League treasury funds is involved.

In those instances where the Board has taken a position before a governmental body without prior League approval, because time was of the essence, the action will be disclosed within fourteen days within a newsletter , and be subject to ratification by the League's membership at the next regularly scheduled monthly meeting.

 

Despite the above, the Board of Directors shall not be precluded from asking for a continuance for any request for closing platted streets, granting and easement, passing any encroachment ordinance, or approving any zoning variance until such time as the membership can, at a normally scheduled or specially called meeting, making its position known.

 

Article Vlll - Dues

Refer to Section 8 of the By-Laws

Article Xl - Amendments

This constitution may be amended by a 2/3 vote of the memberships in good attendance at any regular meeting, provided a quorum is present, and provided the amendment was presented in writing and read at the previous meeting, and reproduced in the League neewsletter.

By-Laws

Section 1 - Meetings

Regular meetings shall be conducted on the second Wednesday of August, September, October, November, December, January, February, March, April, May, and June unless changed by a majority vote of the members present at a previous meeting.

Special meetings may be called when twenty-five (25) members of the League petition any member of the Board of Directors, or by a two-thirds (2/3) vote of the Board of Directors.  In either case, at least seven (7) days advanced notice is required, and the sole business that can be discussed is the issue for which the special meeting was called.

The Board of Directors shall meet on the Monday of each League month prior to the regular membership meeting and at the call of the President, if required.

There will be no absentee ballots recognized.  Proxies will be recognized for the following individuals:  those individuals who for reasons of health or age are homebound and unable to attend meetings.  The designated proxy agent may be any member in good standing who has attended three of the six preceding meetings.  No member may serve as a proxy agent for more than two members.  The Board of Directors shall be responsible for determining the validity of proxies.

Notice must be given in the newsletter prior to a meeting of the intention of the Board of Directors or any member to call for a vote on any issue that would result in the League taking a position with any publicly elected body or board, commission, or an agency that is appointed by a publicly elected body, except for as noted in Article Vll of the Constitution.

Ten (10) percent of the League membership in good standing, but not less than twenty-five (25) members in good standing shall constitute a quorum.

Every member in good standing shall be entitled to one vote on any issue before the Civic League, provided they were a member in good standing at the time of the previous general meeting.

 

Section 2 - Procedure

Roberts Rules of Order shall apply in all cases except where such rules are not consistent with the existing Constitution and By-Laws of the Willoughby Civic League.

It shall be the duty of the Presiding Officer to preserve order and to pronounce the decision of the members on all questions voted upon by the League.

Voting shall be done by voice or show of hands, or by standing.  any time during a meeting that a ballot is desired, a motion to that effect can be made, and if passed, a ballot will be taken.

No question is open to debate until a member has made a motion, said motion has been seconded, and so stated by the Presiding Officer.  The Presiding Officer shall ask for discussion or debate on any question.

In speaking, members shall avoid all personal remarks, shall conduct themselves in a manner reflecting credit on the organization.

Meetings shall be conducted in the following order:

Call to order by the Presiding Officer

Reading of the Minutes

Committee Reports

Secretary's Report

Treasurer's Report

Unfinished Business

New Business

Election and installation of the New Officers

Motion for Adjournment

Section 3 - Qualification of Officers

All persons elected to an office shall be required to be a member in good standing.  No two officers or committee chairs shall reside in the same household during their term of service. Any elected Officer or elected Chairperson of the League who conducts themselves in a manner reflecting discredit upon the organization, or who is unnecessarily absent from three consecutive meetings, or in the opinion of the majority of the Board of Directors is not discharging their duties properly, shall cause the Board of Directors to recommend to the membership that this person be relieved of their position.  They will still retain membership in the League.

Section 4 – Election of Officers

Election of Officers shall be held at the meeting in May of each year.  A Special Nominating Committee shall present the membership with a slate of qualified members for elected positions (refer to Section 5-Committees).

President

The President shall be the Chief Executive Officer of the League. The President shall preside at all meetings of the League and its Board of Directors, and shall prepare the agenda for each meeting.

First Vice-President

The First Vice-President shall assume the duties of the President in his/her absence or as requested, assist in preparing meeting agendas, be an ex-officio member of all Standing Committees, and assist in coordinating their activities as directed by the President. In the event of the permanent incapacitation of the President, he/she shall assume the position of the President for the remainder of the term.

Second Vice-President

The Second Vice-President shall perform the duties of the President in the absence of the President and the First Vice-President. He/she will be responsible for seeing that the League is represented at any other civic organization meetings the membership chooses.

Recording Secretary

This Officer shall record the minutes and maintain a record of issues from the General and the Board meetings. He/she shall maintain a record of all votes taken on matters or issues presented before the general membership. 

The recording secretary as well as the editor of the newsletter shall be guided by the following newsletter protocols:

  1. Mission/Purpose of Newsletter:  The purpose is as a means of communication to distribute meeting minutes, announce future votes, announce WCL activities, and provide a forum in which community members can share resources and opportunities.

  2. Distribution:  The WCL's preference for newsletter distribution is electronic, however members may elect to receive a paper copy via mail.  Periodic email notices will be sent to the membership notifying everyone of the newsletter.

  3. Privacy issues:  Our policy is to refrain from sharing demographic information of any member with any public or private entity outside the requirements of the WCL for any purpose unless required by law.

  4. Impartiality:  Our newsletter will now include a disclaimer stating clearly that the WCL does not endorse any candidates, goods or services.

  5. Advertising issues:  Our policy is to accept advertising to encourage community based businesses, services, and opportunities.  All advertising must be included within the regular pages of the newsletter.  No flyers or inserts will be accepted or publications forwarded as part of the newsletter unless approved by the board.  Other publications of interest may be linked to the WCL website if deemed relevant by the editor.

Treasurer

The Treasurer will maintain accurate and orderly records of all receipts and expenditures of the League. Payment will be made only for those items approved by the President or as directed by the general membership. The Treasurer is authorized to expand up to $300.00 per month for the normal and customary expenses of the League with the exception of procurement of merchandise for the ways and means committee sales with the approval of a majority of the board.

The Treasurer will render an oral report at every meeting. The annual report will be formal and written. He/she will maintain a checking account in the name of the League. In conjunction with the Membership Committee Chairperson, they will maintain an up-to-date list of members in good standing.

At the end of a treasurer's term an independent audit shall occur to reconcile the outstanding debts before the new treasurer assumes their duties.  The budget of the prior year shall be forwarded to the new treasurer.

Section 5 – Committees

The standing Committees of the League shall include the following:

Neighborhood Improvement, Conservation, Community Activities, Ways and Means, Youth and Recreation, Nominating, Membership, and Steering Committee for the Willoughby Watch.

All standing Committee Chairpersons will be elected by the membership. 

Special committees may be appointed by the President but will dissolve when their mission is accomplished. Special Chairpersons will not serve on the Board of Directors.

At the regular meeting two months preceding the annual meeting held in May of each year, a Special Nominating Committee will be formed.  It will consist of five members:  four elected by the League's membership and a fifth elected by the Board of Directors from current Board members.  The Special Nominating Committee will elect its own Chairperson, which cannot be the designated Board member.  The primary responsibilities of the Special Nominating Committee will be to present a written slate of Officers and Committee Chairpersons for the upcoming year, and to conduct the election process during the annual May meeting.  Nominations for the position of any Officer or Chairperson may also be made from the floor.  The Special Nominating Committee will distribute ballots, designating each person nominated for an Officer or Chairperson position, and containing additional spaces providing for floor nominations.  In the event that the position of any Officer or Committee Chairperson other than the President is vacated during the year, the President will reconstitute the most recent Nominating Committee, which will make a recommendation for filling that vacancy at the next regularly scheduled League meeting.

All committees shall have a minimum of 5 people to exclude the chairman.

Section 6 – Description and Duties of Committees

Neighborhood Improvement

The Neighborhood Improvement Committee is responsible for monitoring the condition of infrastructures (streets, curbs, gutters and sidewalks), facilities, businesses, rental property, and residences to determine when deteriorating conditions appear, and make notification to the appropriate owners and/or government agencies to assure that corrective action is taken.

This committee is also responsible for monitoring compliance with zoning laws and requested changes. The Committee reviews published zoning requests, and, as directed by the President, consults with the Department of Planning and Code Enforcement for clarification, and makes recommendations for the League. Committee members will present the League’s position on these matters, as approved by the general membership fully informed concerning legal and zoning issues, proposed changes, and their potential impact on the community.

The Neighborhood Improvement Committee will coordinate its efforts with the Conservation Committee.

Conservation Committee

The Conservation Committee is responsible for working with the Norfolk Redevelopment Housing Authority to actively promote and execute the "Conservation Plan, Willoughby Neighborhood, Norfolk Virginia" as approved by the League’s general membership and City Council. This Committee will provide periodic feedback to the general membership regarding the status of Conservation efforts, and provide advice, guidance and assistance to residents seeking Conservation assistance.

The Conservation Committee will coordinate its efforts with the Neighborhood Improvement Committee.

C. Community Activities

The Community Activities Committee is responsible for Willoughby Civic League participation in community activities such as parades, ceremonies, and special events. Such activities include Adopt A Street/Spot Program, neighborhood clean up events, voter registration drives, school and area carnivals, and other events and efforts identified as "Community Activities".

D. Ways and Means

The Ways and Means Committee is responsible for all fund raising activities except for the collection of dues. Yard sales, bake sales, and other activities shall be conducted to enrich the League’s treasury.

This Committee is also responsible for the coordination of clothing drives, food drives, and other programs to help the needy of the Willoughby Spit community and others as approved by the membership. This Committee shall call for volunteers for fund raising events at the regular monthly meetings.

E. Youth and Recreation

The Youth and Recreation Committee is responsible for liaison with our area Recreation Advisory Committees and other organizations whose primary purpose is to provide healthy, organized, and directed recreational activities for the youth and other residents of the community. This Committee shall report activities conducted or planned and recommend League involvement in such activities.

G. Membership

The Membership Committee is responsible for developing and implementing plans to increase the League membership. The committee shall insure that attendance is taken at each meeting, new members introduced, dues collected and turned over to the Treasurer, and up-to-date attendance records maintained. The committee will prepare and distribute dues notices in august to every member.

Additionally, the committee shall send specific notation to any member who does not renew membership by the September meeting to advise that they can no longer be considered members in good standing unless dues are paid by the October General Membership Meeting. Membership records will be maintained by computer. Copies of membership records will be provided to the President and other Officers upon request.

Steering Committee for the Willoughby Watch

The Steering Committee for the Willoughby Watch is responsible for creating an environment, developing resources and providing a plan for action for our citizens to participate in improving the safety and security of our community. This Committee will empower residents and property owners through a network of available contacts and resources to be used in fighting crime, and coordinate with government agencies (Police, PACE, etc.) and other Civic League Committees as needed to provide an efficient and effective watch program. The Committee establishes and maintains a record-keeping system to develop a history of problems and to determine progress in reducing crime, and improves the community image by maintaining a clear presence of watch activity, resident involvement and a lowering crime rate.

Section 7 – Dues

Dues are $10 per year per member. Dues are payable in September of each year. Members whose dues have not been paid by the October General Membership Meeting shall no longer be considered as members in good standings. Only members in good standing will receive the newsletter and be eligible to vote at meetings.

Section 8 – Amendments

The manner of amending these By-Laws shall be the same as that required by the Constitution for changing or amending the Constitution of the League. 

As Amended by the General Membership May 10, 2000

Index