ARTICLE I - Name

The name of this organization shall be the Miamiville Civic Association, Inc., of Clermont County, Ohio.

ARTICLE II - Purpose

Formed for the purpose of promoting the betterment of the Miamiville area.

ARTICLE III - Membership

Section I - Qualifications

Open to any adult person (18 years or older) interested in furthering the goals set forth in Article II, paying their dues and upholding the constitution of this Association.

Section II - Member Privileges

The privileges of holding office, introducing motions, debating and voting shall be limited to members of the association whose current dues are paid.

ARTICLE IV - Dues

Section I - Amount

Membership dues are $20.00 per hoousehold per year, and $10.00 per senior household (65 and older) per year. Annual dues are for the fiscal year in which they are posted except for new members whose initial dues paid during the last quarter of the year apply to the following calendar year.

Section II - Partial Dues and Refunds

Because of the nominal amount of annual dues no provision will be made for partial dues or refunds.

ARTICLE V - Meetings

Section I - Membership Meetings

Regular membership meetings of this Association shall be held at 7:00 P.M. on the second Monday of each month unless otherwise changed at a previous regularly scheduled membership meeting or by the Board of Directors, provided a minimum of ten days notice is given of any change of date.

A quorum for membership meetings shall consist of fifteen members for the transaction of business at any regular or special meeting.

Section II - Special Membership Meetings

Special meetings may be called by the Board of Directors with ten days prior notice having been given including a brief statement of the purpose of the meeting. The transaction of business shall be limited to the specific subject for which said meeting has been called.

Section III - Annual Meeting

The regular meeting in December shall be known as the annual meeting, and shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise.

ARTICLE VI - Officers and their Duties

Section I – Officers

The officers of this Association shall be President, Vice-President, Secretary and Treasurer.

A. President

The President shall preside at all regular and Board meetings.  The President shall also perform such other duties as customarily appertain to the office of president of as he may be directed to perform by resolution of the Board not inconsistent with the provisions of this constitution.  The President shall be ex-officio a member of all committees except the nominating committee. 

B. Vice President

The Vice-President shall perform all duties of the President in case of the latter's absence or disability.  The Vice President shall serve as statutory agent of the Miamiville Civic Association, Inc., and shall perform such other duties as may be assigned. 

C. Secretary

1. The Secretary shall record accurate minutes of the meetings of the membership and Board, and shall maintain central correspondence files.  The Secretary shall distribute copies of all minutes of membership meetings to the Board members prior to the next regularly scheduled Board meeting.  The Secretary shall notify the Secretary of the State of Ohio of the name and home address of the Statutory Agent for then current year.  The Secretary shall be responsible in the absence of a Constitution Committee for preparing any material incident thereto.

2. Committee Chairmen, when not members of the Board and absent from scheduled membership meetings, will receive minutes of membership meetings and extracts of Board meeting minutes pertaining to their particular committee.

D. Treasurer

The Treasurer shall receive all monies for the Miamiville Civic Association, Inc, and shall give receipts therefore.  The Treasurer shall deposit all monies in a Federal Reserve banking institution approved by the Board and pay all financial obligations upon receipt of vouchers and supporting evidence of bills.  The Treasurer shall sign all checks and obtain countersignature of the President or Vice-President.  The Treasurer shall keep an accurate record of receipts and disbursements and shall report on the financial condition of the Association to the membership upon the direction by the President.  An outside Certified Public Accountant shall perform an annual audit before the incoming Treasurer assumes office.  The Treasurer shall be responsible for the processing of applications for bonding of all members who are authorized to sign checks or handle Association funds.  Such bonding to be consistent with assets of the Association and with Board approval.  The Treasurer shall maintain a ledger at each Board of DirectorÕs meeting.  Income will be entered for each committee but will not increase their individual budgets, without Board approval.  The Treasurer shall not disburse any monies above budget without prior approval of the membership or board.

ARTICLE VII

Board of Directors and their Duties

The Board shall consist of the four elected officers and five directors.  These five directors will be appointed by the elected officers and ratified by the membership present at the regularly scheduled membership meeting following the appointment.  The five directors shall be:  Publicity Director, Membership Director, Social Activities Director, Fund Raising Director, and Community Projects Director.  Each director shall secure at least two members to serve on its committee. 

Section I – Duties of the Board

The duties of the Board of Directors shall be to transact necessary business in the intervals between Association meetings, and such other business as may be referred to it by the Association.

A. To create standing and/or special committees and to approve the plans of work of the committees.

B. To present a report at the regular meeting of the Association.

C. To prepare budgets for the committees, and submit to membership for approval.

D. Approve routine bills within the limits of the budget.

E. To appoint an audit at least four (4) weeks before the annual meeting to audit the treasurer's accounts.

Section II – Appointed Directors Duties

A. Publicity Director

The Publicity Director shall be primarily responsible for publicity of all membership meetings through the distribution of flyers and will be the sole contact for public news media on al activities of the association.  The Publicity Director shall coordinate any and all publicity emanating from this Association, and shall perform any other duties as may be assigned.  The Publicity Director shall submit a written report of accomplishments at all membership and Board meetings.

B. Membership Director

The Membership Director shall be responsible for conducting a membership campaign during the month of February.  The Membership Director shall maintain up-to-date membership records including names, addresses and telephone numbers which information shall be considered proprietary in nature.  The Membership Director shall submit a written report of accomplishments at all Membership and Board meetings and shall perform any other duties as may be assigned. 

C. Social Activities Director

The Social Activities Director shall be responsible for all social activities of this Association with the prior approval of the Board.  The Social Activities Director shall be responsible for the social portion of any membership meetings and shall perform any other duties as may be assigned.  The Social Activities Director shall submit a written report of accomplishments at all membership and Board meetings.

D. Fund Raising Director

The Fund Raising Director is responsible for conducting at least two money making projects during the year.  This consists of deciding the projects (with Board approval), giving proper publicity information to the Publicity Director, and in general coordinating the entire project.  The Fund Raising Director shall submit a written report of accomplishments at all Membership and Board Meetings and shall perform any other duties as may be assigned.

E. Community Projects Director

The Community Projects Director shall be responsible for those activities requiring liaison between the Board and any individual, a group of individuals or organization in the community, i.e., Volunteer Fire Department, Parent Teachers Association, etc.  The Community Projects Director shall submit written reports of accomplishments at all Membership and Board meetings and shall perform any other duties as may be assigned.

Section III – Board Meetings

A. Board meetings will be held as deemed necessary by the new board.

B. A quorum shall consist of two-thirds (2/3) of the Board members for the transaction of business at any board meeting.

C. Special Board Meetings may be called by the President at any time provided a minimum of 24 hours prior notice is given unless waived by the entire Board.  The transaction of business shall be limited to the specific subject for which said meeting has been called.

D. Any member of the association may attend a board meeting.  However, any member wishing to attend must notify the President prior to said meeting.  Any such member, wishing to present topical material to the Board must notify the President of the topic to be discussed and participation by the member will be limited to the announced topic unless invited by the Board to participate on other subject matter.

ARTICLE VIII

Election Procedure

Section I – Election

The election shall be held at the annual meeting.  Votes cast at the annual meeting shall be by secret ballot.  Absentee ballots will be made available upon request and are to be obtained from the Chairman of the Nominating Committee within ten (10) days prior to the election.  Such ballots, in order to be valid, must be in the hands of the Head Teller no later than 8:00 pm on the day of the election.

Section II – Filling Vacancies

In case a vacancy occurs in the Office of President, the Vice-President shall fulfill the President's duties for the remainder of the term.  A member of the Association shall be appointed by the Board to fill the unexpired term of the Vice-President.

Section III – Installation

The installation of the elected officers shall be held at the January Membership Meeting and the Nominating Committee shall designate the Installing Officer.

Section IV – Term of Office

Term of Office shall be one (1) year.  No officer shall serve the same office for more than two (2) consecutive years.

ARTICLE IX

Rules of Procedure

When conflicts or disagreements arise with respect to the conduct of business during a meeting of the members, Robert's Rules of Order, Revised, shall govern, except where they conflict with this Constitution.  In such case, the provisions of this constitution shall prevail.

ARTICLE X

Miscellaneous

Section I – Limitation of Activities

A. The Association shall not engage in any activities or be concerned in any manner whatsoever with any political campaign regardless of its nature.

B. The Association, with 3/4 membership approval, may engage in actively supporting or opposing legislation when such support or opposition appears to be in the balanced best interest of the community.  Such approval to be obtained by signed petition by membership.

Section II – Prohibition on Distribution of Earnings

A. The Association

If for any reason the Miamiville Civic Association, Inc., of Clermont County shall find it necessary to disband, all funds, after proper disposition of all indebtedness, and upon completion of an audit performed by an outside Certified Public Accountant, shall be distributed to charitable organization within Clermont County determined by vote of the existing membership.

Section III – Control of Expenditures

A. The Board of Directors shall not commit the Association to any indebtedness beyond 10% of the liquid assets of the Association but not to exceed $100 without prior membership approval.

B. Budgets will be formulated by the Board no later than the February Board meeting and will be presented for ratification at the February membership meeting.

Section IV – Control and Management

The control and management of the Miamiville Civic Association and its property, real and otherwise, shall be vested in a Board of Directors consistent with the Constitution of this Association.

Section V – Attendance of Board Members

Each Board member is expected to attend all board and Membership meetings.  If for any reason he cannot attend a meeting, he will submit a written report of his activities.  A Director failing to attend three consecutive meetings (Board and membership) may be considered for expulsion as a Director by the unanimous approval of the remainder of the Board.

ARTICLE XI

Amendments

Section I – Method of Amending Constitution

The constitution may be amended at any regular membership meeting provided:

A. Ten (10) days prior notice has been given to the membership.

B. Proposed amendments discussed at the following membership meeting.

C. Written notification of the proposed amendments has been given to the membership prior to the next regularly scheduled meeting.

D. Voting to occur at the next regularly scheduled membership meeting.

E.  Amendments to this Constitution shall require a two-thirds (2/3) affirmative vote of the members present.

Section II

All changes to the Constitution shall take effect immediately upon ratification.