Proposed Changes to Baycliff Civic League Bylaws

After reviewing the proposed changes that follow, please vote on the adoption of the Proposed Revised Bylaws either in person at the Civic League Meeting on March 11, 2025, or by absentee ballot using the form found at the following link:  https://form.jotform.com/250535774437160

The ballot can be quickly submitted online, by email, or printed out and sent to Recording Secretary Christine Westendorf, 2028 Sunset Point by noon, March 11th.

Baycliff Neighbors,

The January meeting of the Baycliff Civic League, the Board of Directors appointed an Ad Hoc Committee to review and propose revisions to the Baycliff Civic League Bylaws. The last substantive revision to the Bylaws was in 2017, and in some respects the Bylaws no longer conform to current activities and practices of the Civic League. For your reference, the current Bylaws can be found printed in the 2023 Resident Directory, or at the following link on the Baycliff website:

https://wp.baycliff.net/wp-content/uploads/2025/01/Bylawsjan25.pdf

The goals of this revision are primarily to:

  • Revise the Bylaws to conform to current practices and policies of the Civic League; and
  • Propose new provisions to streamline and promote effective operation of the Civic League’s activities and fiscal affairs.

The Proposed Revised Bylaws, dated February 24, 2025, have been distributed with this Summary.  Many changes have been proposed throughout the Bylaws and therefore a line-by-line comparison would be confusing and impractical.  Instead, the following narrative provides a summary of the significant changes to each Section of the Bylaws.

Articles One and Two: No significant changes.

Article Three, Membership: Significant proposed changes include:

  1. Clarified that both the homeowners, as well as the tenants, of rented residences, in Baycliff homes are eligible to be Members of the Civic League. However, each “residence” shall be entitled to only 2 votes of adult Members when voting on issues.
  2. Added provision that only Members of the Civic League may use the Baycliff boat ramp facilities, and only then upon payment of a Boat Ramp Fee and upon written agreement to abide by rules and regulations for use of the Boat Ramp determined by the Board of the Civic League.
  3. Membership Year remains as January 1 to December 31, but changed to provide that annual dues for membership must be paid by the February Regular Meeting (see discussion of Annual, Regular, and Special meetings below).
  4. To reflect current practice, provides that all “Notices” and other communications from the Civic League to Members will be done electronically, through the Baycliffwatch system (or other similar system as determined by the Board). Therefore, Members are responsible for registering for the Baycliffwatch system on Google Groups to ensure that they will receive notices and other communications from the Civic League.

Article Four, Officers:  Significant proposed changes include:

  1. Added provision that vacant Officer/Board positions may be filled by the Board appointment of a Member to serve in the position until the next election.
  2. Election of Officers/Board of Directors shall be at the Annual Meeting held in May of each year.  Terms of the offices changed to be June 1 to May 31.
  3. To reflect current practice, added new provision for Nominating Committee to develop slate of candidates for election to officer positions each year.

Article Five,  Duties of Officers:  Significant proposed changes include:

  1. To reflect current practice, added provision that Corresponding Secretary shall be the Registered Agent for the Civic League corporation as required by the State Corporation Commission, and will file required annual reports with the Commission.
  2. To reflect current practice, added schedule for Treasurer to prepare proposed annual budget for Civic League each year by October 1 and distribute same to the membership by October 15.  The Budget is to be voted on by the Membership at the November Regular Meeting each year.
  3. Added provision to require an informal audit of the Civic League’s books and accounts whenever there is a change in Treasurer.

Article Six, Meetings: Significant proposed changes include:

  1. Changed from five meetings to four meetings each year.  The May meeting for election of officers is designated as the Annual Meeting required by state law for a corporation, with February, September and November being Regular Meetings each year.  Any other meetings called by the Board of Directors will be Special Meetings.
  2. The business of the February meeting includes solicitation and appointment of the Nominating Committee to develop candidates for elections to be held in May.  The September meeting will include an opportunity for Member input to the next year’s budget, which will be voted on at the November meeting.

Article Seven, Committees: Significant proposed changes include:

  1. Elimination of several inactive or unused Standing Committees and revision of responsibilities of several Committees.  The Board may appoint Ad Hoc committees as required.

Article Eight: Procedure at Meetings. No significant changes.

Please vote on the adoption of the Proposed Revised Bylaws either in person at the Civic League Meeting on March 11, 2025, or by absentee ballot using the form found at the following link:   https://form.jotform.com/250535774437160