The written rules by which the Organization is governed by setting forth the structure & procedure of the board, the Organization, and determine the rights of participants.
of
THE WEST VIRGINIA ORGANIZATION OF HOMEOWNERS ASSOCIATIONS, INC.
A Non-Profit Organization Incorporated in the State of West Virginia
FOR THE BENEFIT OF HOMEOWNERS ASSOCIATIONS
WITHIN AND THE OUTLYING AREAS OF
WEST VIRGINIA
TABLE OF CONTENTS
choose an ARTICLE or Section:
ARTICLE I – ORGANIZATION
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Section 1.1 – Name and Type of the Organization.
Name – The West Virginia Organization of Homeowner Associations, Inc. shall be referred to as the Organization.
Type of Organization – a West Virginia non-profit corporation. No shareholders, a non– stock non-profit corporation.
The Organization may join any local, state and national entity, firm or corporation voted by the Organization’s majority in compliance with these Bylaws, as they may be amended from time to time.
Section 1.3 – Definitions.
As used in these Bylaws, unless the context requires a different meaning:
“Accessibility” means all meetings of the Organization must be accessible in compliance with Americans with Disabilities Act, 1990, as may be amended from time to time.
“Articles of Incorporation” means the West Virginia Nonprofit Corporation Act Chapter 31E, as it may be amended from time to time.
“Board” or “Board of Directors” means the group of persons vested with management of the affairs of the Organization.
“Bylaws” means the rules and regulations contained in this document established by the Organization to regulate itself as amended from time to time.
“Code of Conduct” means the Organization’s commitment to ethical behavior including accountability, transparency of public relations, and avoiding any conflicts of interest through representation by the Board of Directors and the members’ behavior.
“Good Standing” means in compliance with all rules and regulations of the Organization.
“Notice” means an electronic, telephonic and/or printed announcement of the Organization’s scheduled meetings, workshops, seminars or other functions.
“Organization” means and is referred to the West Virginia Organization of Homeowners Associations, Inc. throughout these Bylaws.
“Signatory” means the signature of the person or persons appointed and recognized to sign the Organization’s documents that require a signature.
ARTICLE II – PRINCIPAL OFFICE
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The location of the principal office of the Organization shall be within the State of West Virginia at an address fixed by the Board of Directors or at an alternate location in accordance with the laws of the State of West Virginia. The Organization may also have offices at such other places, within or without its state of incorporation, where it is qualified to do business, as its business and activities may require, and as the Board of Directors may, from time to time, designate.
ARTICLE III – PURPOSE
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Section 3.1 – Nature of Corporation.
The Organization is organized as and shall operate as a non-profit corporation under Chapter 31E of the Code of West Virginia, 1931, as amended. The Organization is non-profit and may not have or issue shares of stock or make distributions. It is intended that the Organization shall have the status of a corporation that is exempt from Federal income taxation under §501(a) of the Internal Revenue Code of the United States and an organization described in §501(c)(3) of the Internal Revenue Code of the United States. These Bylaws shall be construed accordingly, and all powers and activities of the Organization shall be limited accordingly.
Section 3.2 – Primary Purpose.
The primary purpose of the Organization shall be to facilitate the discussion of issues relating to the common problems, the sharing of solutions, the communication of important information to our communities and to be a cohesive force to protect the interests and welfare of West Virginia homeowners.
ARTICLE IV – MEMBERSHIP
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There are three classes of members in the Organization; a homeowner association, an individual, and a business within West Virginia and outlying areas. All members, regardless of membership type, shall have one (1) vote, provided each member is in good standing with the Organization. Members may be removed with or without cause by the Board of Directors at any time pursuant to current resolutions or procedures.
Section 4.1 – Homeowner Association.
A homeowner association shall be defined as a residential organization representing a separate and distinct subdivision. A homeowner association may become a voting member upon submission of an application, required documentation and payment of membership fees as stated in these Bylaws. A homeowner association shall participate through a representative authorized by their respective board of directors.
An individual may become a voting member upon submission of an application, required documentation and payment of membership fees as stated in these Bylaws.
A business may become a voting member upon submission of an application, required documentation and payment of membership fees as stated in these Bylaws.
ARTICLE V – DUES AND FEES
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Annual dues shall be established by the Board of Directors. A one time initiation fee may be established by the Board of Directors. Annual membership dues are required to be paid to remain in good standing with the Organization.
ARTICLE VI – BOARD OF DIRECTORS
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Section 6.1 – Powers and Duties.
Subject to the provisions of West Virginia law and any limitations in the Articles of Incorporation or these Bylaws relating to action required or permitted to be taken or approved by the members of this Organization, the activities and affairs of this Organization shall be conducted and all corporate powers shall be exercised by or under the direction of the Board of Directors. The Board of Directors shall have all of the powers and duties set forth in West Virginia Code Chapter 31E not otherwise assigned to the members of the Organization, including but not limited to the power to adopt any and all resolutions that aid in the management of the affairs of the Organization, provided they do not conflict with the Articles of Incorporation or these Bylaws.
The Board of Directors shall be an odd number of no less than three (3) and no greater than seven (7). The Board of Directors may increase or decrease the number of directors on the Board, except that any reduction will not eliminate an existing director until that director has served the remainder of their term or the same resigns or shall be removed as set forth in these Bylaws. Business or individual class members may serve on the Board, provided that a majority of the Board are homeowner association representatives.
Nominations to the Board must be made in writing or from the floor of any meeting to the Board of Directors or a Committee established by the Board to oversee the election in advance of the scheduled election. The nominee must:
(a) accept the nomination prior to the election,
(b) be a member in good standing with the Organization,
(c) be in good standing with their own homeowner association, civic organization and/or other entity, and
(d) may not be a current elected official at the county, state or federal level.
The Board of Directors shall call a meeting by the voting members of the Organization for the purpose of electing the board members.
Section 6.5 – Term of Office .
Unless otherwise stated in the Articles of Incorporation, each director shall hold office for a term of three (3) years. Further, unless the Articles of Incorporation state otherwise, the terms of the Board of Directors shall be staggered to allow the election of at least twenty percent (20%) of the directors annually. Unless there are no other qualified candidates available, no director shall serve more than three (3) full consecutive terms.
Any Director may be removed, with or without cause, by the vote of the disinterested directors, at any time. Any member serving on the Board who is no longer in good standing shall be automatically removed from the Board of Directors. Any director may resign by giving notice to the Board of Directors. Any resignation shall take effect upon the date of receipt of such notice or at any later date.
Any vacancy on the Board of Directors may be filled by appointment of the remaining Board of Directors. Each Director so appointed shall hold office for the remainder of that term.
At all meetings of the Board of Directors, a majority of the Directors in office shall constitute a quorum for the transaction of business. In the absence of a quorum, a majority of the Directors present may, without giving notice other than by announcement at the meeting, adjourn the meeting until a quorum is obtained. At any such adjourned meeting at which a quorum is not present, no business may be transacted which otherwise might have been transacted at the meeting as originally called.
The President of the Board shall preside at all meetings of the Board of Directors. In the absence of the President, the Vice President shall preside. In the absence of both the President and the Vice President the Board may appoint another officer or Board member to preside. In the absence of the recording Secretary, the presiding Directors may appoint any person to act as recording Secretary of the meeting. Roberts Rules of Order may be utilized to guide the conduct of all meetings, but the same shall not be required.
No member of the Board of Directors shall receive, directly or indirectly, any salary, compensation or remuneration therefrom for his or her service as Director, Officer or in any other capacity, except that said member may be reimbursed for any Board approved expenses incurred as a result of their service.
Any director may resign at any time by giving written notice to the Board of Directors. Any such resignation shall take effect at the date of receipt of such notice or at any later date specified therein, and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
ARTICLE VII – OFFICERS
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The officers of the Organization shall be a President, a Vice President, a Secretary, and a Treasurer. The duties of the Secretary and Treasurer may be combined with any other officer except the President. The Organization may also have one or more Vice Presidents, assistant Secretaries, assistant Treasurers, and other such officers with such titles as may be determined from time to time by the Board of Directors.
Section 7.2 – Election and Term of Office.
The election of the officers shall take place at the next board meeting following each annual election of Directors. The officers each shall hold office for one (1) year unless he or she shall sooner resign, or shall be removed or otherwise disqualified to serve or until his or her successor shall be elected and qualified, whichever occurs first.
Section 7.3 – Removal and Resignation.
Any officer may be removed with or without cause by the Board of Directors at any time. Any officer may resign at any time by giving written notice to the Board of Directors. Any such resignation shall take effect at the date of the receipt of such notice or at any later date specified therein, and unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
Any vacancy in any office may be filled by appointment by the Board of Directors. The officer appointed to such vacancy shall serve only for the remainder of the term of the officer he or she replaces.
Section 7.5 – President: Powers and Duties.
The President shall be the chief executive officer of the Organization and shall, subject to the direction of the Board of Directors, supervise and manage the affairs of the Organization and the activities of the officers. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, the Articles of Incorporation, these Bylaws, or which may be prescribed from time to time by the Board of Directors. The President shall preside at all meetings of the Board of Directors and at all meetings as defined in Article IX Meetings and Notice. Except as otherwise expressly provided by law, the Articles of Incorporation, these Bylaws, the President shall, in the name of the Organization, execute such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Board of Directors.
Section 7.6 – Vice President: Powers and Duties.
In the absence of the President, the Vice President shall perform all the duties of the President. The Vice President shall have other powers and perform such other duties as may be prescribed by law, the Articles of Incorporation, these Bylaws, or as may be prescribed by the Board of Directors.
Section 7.7 – Secretary: Powers and Duties.
The Secretary shall act as Secretary of all meetings of the Board of Directors, keep minutes of all meetings in the books proper for that purpose; shall attend to the giving and serving of all notices of the Organization; shall perform all duties incident to the office of the Secretary, subject, however to the control of the Board of Directors; and shall perform other duties as shall from time to time be assigned by the Board of Directors. The Secretary, unless specifically authorized by the Board, may not enter into any contract or deliver any instrument in the name of or for the benefit of the Organization.
Section 7.8 – Treasurer: Powers and Duties.
The Treasurer shall have custody of all funds and securities of the Organization which may come into his or her hands. He or she shall keep or cause to be kept complete and accurate accounts of receipts and disbursements of the Organization, and shall deposit all monies and other valuable effects of the Organization in the name and to the credit of the Organization in such banks or depositories as the Board of Directors may designate. Whenever required by the Board, the Treasurer shall render a statement of accounts, and at all times exhibit the books and accounts to any Officer or Director of the Organization; shall perform all duties incident to the Office of Treasurer, subject to the control of the Board of Directors, and such other duties as shall be from time to time assigned by the Board of Directors. The Treasurer shall, if required by the Board of Directors, give such assurances for the faithful performance of duties (i.e. provide his or her written signature to attest that the financial statements are accurate) as the Board of Directors may require. The Treasurer, unless specifically authorized by the Board of Directors, may not enter into any contract or delivery of any instrument for the use of or on behalf of the Organization.
ARTICLE VIII – COMMITTEES
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The Board of Directors may appoint members to such committees as deemed necessary to help carry out the directives of the Board and to aid the Organization in carrying out its purposes and may be removed by the Board with or without cause.
Section 8.2 – Membership and Terms.
Only members of the Organization may be appointed to committees. Any class of member shall be eligible to serve on a committee, provided they are a member in good standing. Unless otherwise specified the terms of all committees shall be one (1) year. Committee members serve at the pleasure of the Board and may be removed by the Board with or without cause.
The Organization may have ad hoc or standing committees as needed which shall be appointed by the Board of Directors. The purpose and duties of each committee shall be set by the Board and may be modified or revoked at any time with or without cause.
The Organization shall have a Nominations Committee which shall be responsible for soliciting and evaluating candidates for the Board of Directors. The Nominations Committee shall have an odd number of members of not less than three (3) and shall appoint their chairperson.
ARTICLE IX – MEETINGS & NOTICE
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The Organization’s annual meeting shall take place on a date specified by the Board of Directors. Notice must be provided in writing in accordance with these Bylaws and as determined by the Board of Directors. Notice to the members may not be more than thirty (30) days nor less than fourteen (14) days in advance of the annual meeting. Notice must include the specific date, time and location of the meeting, along with an agenda, a proxy and a ballot. The purpose of the annual meeting is to elect eligible candidates to any open positions on the Board of Directors, and to transact any other business as may come before the Organization. A quorum of the membership shall consist of ten percent (10%) plus one (1) member of the voting members of the Organization present at the meeting. Annual meetings are open to the public.
Section 9.2 – Regular Meeting.
The Organization’s regular meetings shall be scheduled as determined by the Board of Directors. A quorum of the Board of Directors must be present to conduct the business of the Organization. The Board of Directors may change and/or modify an existing schedule of regular meetings when necessary. Notice of the date, time and location of a regular meeting shall be provided to the members and the general public not less than ten (10) days prior to the meeting. The meeting agenda and the previous meeting’s draft minutes shall be made available to the members and the general public electronically not less than ten (10) days prior to the meeting. Regular meetings are open to the public.
Section 9.3 – Special Meeting.
The Board of Directors may call a special meeting of the members at any time as needed. A quorum of the membership shall consist of ten percent (10%) plus one (1) member of the voting members of the Organization present at the meeting. Special meetings are open to the public.
Section 9.4 – Executive Session.
The Board of Directors may call for any executive session of the Board in compliance with West Virginia Code, the Articles of Incorporation and these Bylaws. Executive sessions are not open to the the public.
Unless otherwise prohibited by West Virginia law, the Articles of Incorporation, or these Bylaws, any member may provide a proxy to either the Secretary of the Organization, or another individual for membership meetings only. The proxy shall count toward quorum, and shall include the following:
(a.) name of voting member,
(b.) date, and
(c.) signature.
If the proxy is general, it shall also state the name of the individual who is authorized to vote on behalf of the member giving the proxy. A proxy terminates one year after its date, unless it specifies a shorter term. Only proxies that are completed on Board approved forms shall be acceptable.
Except as otherwise provided under West Virginia law, the Articles of Incorporation, or these Bylaws; the election of directors may be conducted by a ballot. The ballot shall:
- list the names of each candidate,
- provide an opportunity to vote for Board of Director vacancies, and
- specify the date by which the ballot must be received by the Organization in order to be counted.
Section 9.7 – Electronic Communications. [amendment November 17, 2021]
The Organization may communicate with members and conduct meetings, including voting, using electronic communications as provided for under West Virginia Code §31E-7-708 and §39A as amended.
ARTICLE X – CONTRACTS, CHECKS, DEPOSITS AND FUNDS
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The Board of Directors, except as otherwise provided in these Bylaws, may by resolution authorize any officer or agent of the Organization to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Organization, and such authority may be general or confined to specific instances. Unless so authorized, no officer, agent, or employee shall have any power or authority to bind the Organization by any contract or engagement or to pledge its credit or to render it monetarily liable for any purpose or in any amount.
Section 10.2 – Checks, Drafts and Similar Documents.
Except as otherwise specifically determined by these Bylaws, or by resolution of the Board of Directors, or as otherwise required by law; checks, drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness of the Organization shall be signed by the President, or signed by the Treasurer and approved by the President of the Organization. Record of approval by the President must be recorded.
All funds of the Organization shall be deposited to the credit of the Organization in such banks, trust companies, or other depositories as the Board of Directors may select from time to time.
Section 10.4 – Gifts and Contributions.
The Board of Directors may accept on behalf of the Organization any contribution, gift, bequest, or devise for purposes of this Organization.
ARTICLE XI – BOOKS AND RECORDS
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There shall be kept at the office of the Organization or at such place as the Board of Directors may determine, books of accounts of the activities and transactions of the Organization, including a minutes book which shall contain a copy of the Articles of Incorporation, a copy of the Bylaws, and all minutes of open meetings of the Organization. This data may also be stored electronically. All records maintained by the Organization shall be available for examination and copying by any member, or by any of their duly authorized agents or attorneys at the expense of the person examining the records during normal business hours and after reasonable written notice.
The Organization shall keep the following records:
- An account for each member or member association which shall
(a.) designate the name and address of each member or member association,
(b.) the amount of all dues and fees,
(c.) the dates on which each are owed and paid, and
(d.) the balance.
- A record of all expenditures approved by the Board of Directors.
- The most recently prepared balance sheet and income & expense statement, if any, of the Organization.
- The current operating budget and capital expenses adopted and ratified pursuant to the Bylaws.
- A record of any unsatisfied judgments against the Organization and the existence of any pending suits in which the Organization is a defendant.
- A record of insurance coverage provided for the benefit of the Organization.
- Minutes of the proceedings of incorporators, members, Board of Directors, committees and waivers of notice.
- Such other records required by federal, state and local statutes.
All outgoing Directors, Officers and Committee Chairs shall transfer all records and other property of the Organization to the Board of Directors.
ARTICLE XII – FISCAL YEAR
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The fiscal year of the Organization shall begin on the first day of January and end on the thirty-first day of December of every year.
ARTICLE XIII – EXEMPT ACTIVITIES
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Notwithstanding any other provision of these Bylaws, no Director, Officer, employee or representative of this Organization shall take any action or carry on any activity by or on behalf of the Organization not permitted to be taken on by an organization except under §501(c)(3) of the Internal Revenue Service and its regulations as they now exist or as they may hereafter be amended.
ARTICLE XIV – WAIVER OF NOTICE
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Whenever any notice is required to be given under the provisions of the laws of West Virginia or under the provisions of the Articles of Incorporation or by these Bylaws, a waiver thereof in writing signed by the person or persons entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.
ARTICLE XV – INDEMNIFICATION
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The Board of Directors, Officers, committee members or any other agents of the Organization shall have the liabilities, and be entitled to indemnification as provided in the statutes of West Virginia, the provisions of which are hereby incorporated by reference and made a part hereof.
ARTICLE XVI – LEGAL ACTION
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The Board of Directors may consult or retain legal council for any reasons deemed necessary. This section does not prohibit any members of the Organization, either individually or as a group, from sharing public information nor does this section prohibit any members from endorsing, sponsoring or initiating legal actions on their own behalf at their own expense.
ARTICLE XVII – AMENDMENTS TO BYLAWS
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These Bylaws may be amended by a majority vote of the members in
(a.) good– standing,
(b.) at a meeting noticed for such a vote,
(c.) provided a quorum is present and
(d.) provided a written notice including text of the proposed amendment or amendments shall be made available at least thirty (30) days in advance of any such meeting.
ARTICLE XVIII – EFFECTIVE DATE
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THE FOREGOING revision to improve procedures and increase flexibility to accommodate the growing Organization was adopted as the Bylaws of the West Virginia Organization of Homeowners Associations, Inc., a Non-Profit Organization, under the laws of the State of West Virginia, revised on the 28th day in the month of September, 2018 and adopted on the 1st day in the month of October, 2018.
/s/ October 1, 2018
Phyllis Smock, Secretary
REVISION 1. Name Change June 18, 2011 from Jefferson County Organization of Homeowners Associations, Inc. to Eastern Panhandle Organization of Homeowners Associations and correct spelling errors.
REVISION 2. Name Change October 1, 2018 from Eastern Panhandle Organization of Homeowners Associations, Inc. to West Virginia Organization of Homeowners Associations, Inc.
AMENDMENT: added Section 9.7 Electronic Communications.
/s/ November 17, 2021
Terry Scholten, Secretary
EIN 27-0879365 / WV Registration 2230-3336
Recorded: 10/10/2018
WV SECRETARY OF STATE
1900 KANAWHA BLVD
CHARLESTON, WV 25305