2025 Documents and Map

 

HUGUENOT HUNDRED COMMUNITY ASSOCIATION  BY-LAWS 

Amended May 31, 2015 

ARTICLE I 

NAME and PURPOSE 

Sect. 1 The organization shall be known as the Huguenot Hundred Community  Association. 

Sect. 2 The purposes of the Association are set forth in the Articles of Incorporation. It  shall be a non-profit organization. 

ARTICLE II 

MEMBERSHIP and DUES 

Sect. 1 Property ownership in Huguenot Hundred subdivision in Chesterfield County,  Virginia shall entitle those owners to membership in the Association upon: 

a) Payment of the initiation fee per lot owned by a member or members as  set in the annual budget approved by the members, 

b) Payment of the annual membership fee per lot owned by a member or  members as set in the annual budget approved by the members. 

c) Membership fees are to be paid by April 1, of the current year. 

Sect. 2 Additional user fees (key fee, key replacement, rental of rack, etc.) may be  suggested by the Board and voted for approval by the membership. 

Sect. 3 Members that do not pay the membership fee for one year will be deleted from  membership. To be reinstated as a member, payment of a reinstatement fee as  set in the annual budget approved by the members, plus the current year  membership fee, shall be required. 

Sect. 4 Member fees shall run concurrently with the calendar year. 

Sect. 5 Members that violate the rules and regulations set by the Board for the use of  the property owned by the Association may lose membership, as determined by  the Board. 

Sect. 6 Neither the Association nor the officers, directors or members will assume ANY  liability for any personal item (watercraft/locks, etc.) on the Association property. 

Sec. 7 Only members and their families and their guests may use the property owned  by the Association.

ARTICLE III 

MEETINGS 

Sect. 1 Members of the Association shall meet annually in May, and at the call of the  President, or upon a petition of twenty percent (20%) of the membership. 

Sect. 2 Notification of a membership meeting shall be provided at least 14 days prior to  a meeting. The notice shall include the time, date and place of meeting, and  matters to be considered. Notice of the Annual Meeting shall include a copy of  the Proposed Operating Budget. Absentee ballot(s) shall be included with the  notice on any action(s) to be voted upon. 

Sect. 3 Notifications of meetings and other correspondence may be sent by paper  copy, or by electronic notification and shall only be sent to the members.  Members shall inform the Board of current electronic and postal addresses to  receive notifications. 

Sect. 4 The Board of Directors shall meet at least semi-annually. The President may call  a special meeting of the Board. 

Sect. 5 Board meetings may be by conference call. Such meetings must be conducted in  such a way that all members participating can speak and hear each other at the  same time, and the Secretary duly notes such participation. 

Sect. 6 At any board meeting, there must be four (4) board members present in order to  conduct any business. 

ARTICLE IV 

OFFICERS 

Sect. 1 There shall be four (4) officers: President, Vice President, Secretary and  Treasurer, all of whom must be members. The term of office shall begin at the  close of the Annual Meeting. These officers shall perform the duties prescribed  by these By-Laws and by the parliamentary authority adopted by the  membership. Their duties are: 

a) PRESIDENT: Shall preside at meetings of the Association and of the  Board of Directors and shall be Chief Executive for the administration of 

the affairs of the Association. The President shall be an ex-officio 

member of all committees. 

b) VICE PRESIDENT: Shall, in the absence of the President, preside at all  meetings of the Association and of the Board of Directors and otherwise 

act for the President in his absence. 

c) SECRETARY: Shall record accurate minutes of all board meetings,  special meetings, conference calls, and the Annual Meetings of the 

Association. The Secretary shall perform such duties as may be directed 

by the President or Vice President. The Secretary shall handle such 

correspondence as is necessary, and shall send out notices of all 

meetings.

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d) TREASURER: Shall maintain accurate monthly financial records of the  Association, including any depository, savings, investment, or 

checking accounts for association funds. This position shall ensure 

that bills and fees are paid in a timely matter. The Treasurer shall 

collect all fees described in the By-Laws and any additional fees 

approved by the Association each year. The Treasurer shall handle 

keys to the gate lock and keep a current log of key holders. The 

Treasurer shall maintain a current roster of fees-paid members. The 

Treasurer shall present at the Annual Meeting a Proposed Operating 

Budget for the next year. The Treasurer shall submit a financial 

report at each Board Meeting. 

e) THE BOARD OF DIRECTORS: Shall consist of the above named officers  and three (3) other members elected by the membership for a total of 

seven (7) directors. 

Sect. 2 THE BOARD OF DIRECTORS: The Board of Directors shall be as constituted in  Section 1 of this Article. 

a) The Board shall have general supervision of the affairs of the  Association between meetings of the membership, make 

recommendations to the membership, and perform such other duties as 

are specified in these By-Laws. The Board shall be subject to the orders 

of the members properly adopted, and none of its acts shall conflict 

with action taken by the members properly adopted. 

b) In addition to any other powers included herein, the Board of  Directors shall establish reasonable rules and regulations governing 

the uses of the Association property (ramp/picnic area), with the 

approval vote of the membership. 

c) Members in violation of said rules and regulations may be subject to  loss of membership as determined by the Board of Directors. 

Sect. 3 ELECTIONS OF OFFICERS/BOARD MEMBERS: 

a) The members at the Annual Meeting in even numbered years shall  elect four (4) Officers: President, Vice President, Secretary, Treasurer 

and three (3) other members of the Board of Directors. 

b) The term for each Officer and Director shall be two (2) years. Officers  and Directors may be elected for successive terms. 

c) The President shall appoint a nominating committee consisting of one  (1) Director and two (2) members from the membership at large. The 

committee shall prepare a list of nominees for officers and directors for 

presentation to the membership for a vote. Nominations may be 

submitted from the membership at least 30 days prior to the Annual 

Meeting. 

d) If a vacancy occurs among officers or directors, a replacement shall  be appointed by the President and approved by the Board, to act 

until the next membership meeting, at which time an election shall 

be held to fill the vacancy.

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e) All documents, records, and any materials pertaining to the duties of  the office as designated in the By-Laws, which are in the possession of 

the outgoing officers, shall be submitted to the newly elected 

counterpart within ten (10) days of the installation. 

ARTICLE V 

MEMBERSHIP AND VOTING 

Sect. 1 a) Any person owning real property in Huguenot Hundred subdivision shall   be eligible for membership in the Association 

 b) Only members may vote on Association business. 

c) At any meeting of the membership, the physical presence of at least  eleven (11) members of the Association (including Officers and 

Directors) shall constitute a quorum. 

d) At all meetings each member shall have one (1) vote, with not more  than two (2) votes allotted to each lot in the subdivision for each action  to be voted upon. 

e) Signed absentee ballots may be submitted to the Secretary prior to the  meeting by paper or email ballot for each action to be voted upon for 

those members unable to attend the meeting. The vote of the majority  of the members present and represented by absentee ballot shall be the  act of the Association, except as otherwise provided. 

ARTICLE VI 

COMMITTEES 

Sect. 1 The President shall appoint such standing and special committees, as he or she  may deem advisable. 

ARTICLE VII 

REPORTS 

Sect. 1 a) The President shall present a written report on the state of affairs of the   Association at the Annual Meeting. 

b) The Secretary shall record minutes from all board meetings, including  board member attendance, annual meetings, conference calls, and 

special meetings. These minutes shall be posted on the Association's  website within 14 days of each meeting. 

c) Itemized financial reports by the Treasurer shall be posted on the  Association's website semi-annually. At the Annual Meeting, the  Treasurer shall submit an itemized report covering the financial  transactions of business for the fiscal year ending December 31. The  Treasurer shall also present a written Proposed Operating Budget for the  next year for approval by vote of the membership at the annual meeting.

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d) All committee chairmen shall make written signed reports to be  presented at the Annual Meeting. 

e) All reports from the Annual Meeting shall be posted on the Association's  website within fourteen (14) days of the meeting. 

ARTICLE VIII 

AMENDMENTS 

Sect. 1 a) Amendments to the By-Laws shall require for adoption a vote of not less   than two-thirds (2/3) of all the votes cast. 

b) Proposed amendments to the By-Laws proposed by a member must be  written, dated and signed and presented to the Board of Directors at  least thirty (30) days prior to meetings at which action is to be taken.  The Secretary shall notify all members of the contemplated actions at  least fourteen (14) days prior to the meeting. This notice shall include  the text of any such proposed amendment. 

ARTICLE IX 

GENERAL DEFINITIONS 

Sect. 1 Outside of these By-Laws, Roberts Rules of Order Newly Revised is the standard  by which this organization transacts business. 

Sect. 2 Membership in Huguenot Hundred Community Association is voluntary.

Sect. 3 A quorum is the minimum number of persons required to be present before  Association business can be transacted.