AMENDED AND
RESTATED BYLAWS
OF GATES HEAD
ASSOCIATION, INC.
ARTICLE I
IDENTITY
These are the Amended and
Restated Bylaws of Gates Head Association, Inc. (the "Association"),
as amended and restated this 1st day of December, 1995. The terms and
provisions hereof are expressly subject to those terms, provisions, conditions
and authorizations contained in the Articles of Incorporation (the
"Articles") and the Declaration(s) of Covenants, Conditions and
Restrictions, as amended, as recorded in the Clerk's Office of the Circuit
Court of Henrico County, Virginia (the "Declaration"). Reference is
hereby made to the Declaration for the meaning of certain terms used herein.
ARTICLE II
MEETINGS OF
MEMBERS
Section 1. Annual Meetings. The annual meeting of the Members shall be held
each year on the first Tuesday of October. If the day for the annual meeting of
the Members is a legal or religious holiday, the meeting will be held on the
next succeeding business day which is not a legal or religious holiday.
Section 2. Special
Meetings. Special meetings of the
Members may be called at any time by any member of the Board of Directors or
upon written request of at least one-half (1/2) of all Members who would be
entitled to vote at such a meeting.
Section 3. Notice of Meetings. Written notice of each meeting of the Members shall
be given by, or at the direction of, the Secretary or such other person
authorized to call the meeting, either personally or by mailing a copy of such
notice, postage prepaid, at least 10, but not more than 50, days before such
meeting to each Member entitled to vote at such meeting; provided that notice
of a meeting called to act on an amendment to the Articles, a plan of merger, a
proposed sale of assets or the dissolution of the corporation shall be given
not less than 25, nor more than 50, days before the meeting. Such notice shall
specify the place, day and hour of the meeting, and, in the case of a special
meeting, the purpose or purposes for which the meeting was called. Such notice
shall be mailed or hand-delivered to each Member's address last appearing on
the books of the Association or supplied by such Member to the Association for
the purpose of notice.
Section 4. Quorum. At any meeting of the Members, the presence of
Members, in person or by proxy, entitled to cast at least 25% of the votes
entitled to be cast shall constitute a quorum for any action except as
otherwise provided in the Articles, the Declaration or these Bylaws. If,
however, such quorum shall not be present or represented at any meeting, the
Members entitled to vote thereat shall have power to adjourn the meeting from
time to time, without notice other than the announcement at the meeting, until
a quorum as aforesaid shall be present or be represented. Every act or decision
done or made by a majority of Members present at a duly held meeting at which a
quorum is present shall be regarded as the act of the Association.
Section 5. Proxies. At all meetings of Members, each Member may vote in
person or by proxy. All proxies shall be in writing and filed with the
Secretary, who shall have each such proxy available for inspection at any
meeting for which the proxy is given. Every proxy shall be revocable and shall
automatically expire upon conveyance by the Member of his lot.
ARTICLE III
BOARD OF
DIRECTORS; SELECTION; TERM OF OFFICE
Section 1. Number. The business and affairs of the corporation shall
be managed by the Board of Directors (the "Board"). The Board shall
consist of eight (8) members, each of whom must be a Member of the Association.
The Board shall be divided into two classes so that the term of one-half (1/2)
of its members shall expire each year. At each annual election, approximately
one-half (1/2) of the entire number then fixed for the Board shall be elected by
a majority vote of the Members of the Association then present or represented
by proxy. The term of members of the Board will be two years. Vacancies
occurring in the membership of the Board shall be filled by a majority vote of
the Directors present at a meeting of the Board. The person so elected (to fill
a vacancy) shall hold office for the unexpired term of the person whose
position is vacant.
Section 2. Compensation. No Director shall receive compensation for any
service he may render to the Association. However, any Director may be
reimbursed for his actual expenses incurred in the performance of his duties.
Section 3. Action Taken
Without a Meeting. The Directors shall
have the right to take any action in the absence of a meeting which they could
take at a meeting by obtaining the written approval of all the Directors. Any
action so approved shall have the same effect as though taken at a meeting of
the Directors.
Section 4. Meeting by
Telephone. Any Director may
participate in a meeting by means of a conference telephone or similar
communications equipment whereby all persons participating in the meeting can
hear each other. A written record shall be made of any action taken at any such
meeting.
ARTICLE IV
NOMINATION
AND ELECTION OF DIRECTORS
Section 1. Nomination. Nomination for election to the Board may be made by
any Director, any nominating committee of the Board or any Member at the annual
meeting.
Section 2. Election. Election to the Board shall be by written ballot.
At such election the Members or their proxies may cast, in respect to each
vacancy, as many votes as they are entitled to exercise under the provisions of
the Articles. The persons receiving the largest number of votes shall be
elected.
ARTICLE V
MEETINGS OF
DIRECTORS
Section 1. Regular
Meetings. Regular meetings of the
Board shall be held as requested by the President or three (3) Directors or six
(6) Members, at such place and hour as may be fixed from time to time by the
Board. Such regular meetings may be held without notice of the date, time,
place or purpose of the meeting.
Section 2. Special
Meetings. Special meetings of the
Board shall be held when called by the President of the Association, or by any
two (2) Directors, after not less than three (3) days written notice to each
Director.
Section 3. Quorum. A majority of the number of Directors fixed by
these Bylaws shall constitute a quorum for the transaction of business. Every
act or decision done or made by a majority of Directors present at a duly held
meeting at which a quorum is present shall be regarded as the act of the Board.
Section 3. Powers. The members of the Board shall be empowered to
exercise all powers conferred upon them by the Association and these Bylaws.
ARTICLE VI
OFFICERS AND
THEIR DUTIES
Section 1. Enumeration of
Officers. The officers of the
Association shall include a President, a Vice-President, a Secretary, a
Treasurer and such other officers as the Board may from time to time by
resolution create.
Section 2. Election of
Officers. The election of officers
shall take place at the first meeting of the Board following each annual
meeting of the Members. The President and Vice-President shall be elected from
among the members of the Board.
Section 3. Term. Each officer of the Association shall be elected
annually by the Board and shall hold office for one (1) year unless he or she
shall sooner resign, be removed or otherwise be disqualified to serve.
Section 4. Special
Appointments. The Board may elect such
other officers as the affairs of the Association may require, each of whom
shall hold office for such period, have such authority and perform such duties
as the Board may, from time to time, determine.
Section 5. Resignation and
Removal. Any officer may be removed
from office with or without cause by the Board. Any officer may resign at any
time by giving written notice to the Board, the President or the Secretary.
Such resignation shall take effect on the date of receipt of such notice or at
any later time specified therein and, unless otherwise specified therein, the
acceptance of such resignation shall not be necessary to make it effective.
Section 6. Vacancies. A vacancy in any office other than President may be
filled by appointment by the Board. The officer appointed to fill such vacancy
shall serve for the remainder of the term of the officer replaced.
Section 7. Multiple
Offices. One person may simultaneously
hold more than one of the offices except that one person may not simultaneously
hold the offices of President and Vice President or President and Secretary.
Section 8. Duties. The duties of the officers are as follows:
(a) President: Shall preside over all meetings of the Board and
shall exercise the usual parliamentary functions pertaining to such office. The
President shall be elected from the Board and will be a member of all
Committees.
(b) Vice-President: Shall be elected from the Board and will have all
the powers and perform the duties of the President during the President's
absence or disability. The Vice-President will assume the position of President
in the event of vacancy of that position.
(c) Treasurer: Shall collect, receive, deposit and disburse all
funds of the Association as directed by the Board. The Treasurer will keep
regular records of account and shall submit such records of the activities of
Treasurer and financial condition of the Association as the Board may from time
to time require.
(d) Secretary: Shall keep minutes of Association and Board
meetings and shall perform duties as directed by the President or Board.
ARTICLE VII
BOOKS,
RECORDS AND MINUTES
The books, records and papers of
the Association shall at all times, during reasonable business hours, be
subject to inspection by any Member on terms and conditions determined by the
Board. The Articles and these Bylaws shall be available for inspection by any
Member at such place as may be designated by the Board and copies shall be
available for purchase by the Members at reasonable cost.
The Board shall keep regular
minutes and other records of its actions and submit same to the next succeeding
Board. These records are and shall be open for review by any Member upon
written request and at least three (3) days prior notice.
ARTICLE VIII
COMMITTEES
The Board shall appoint
committees as it shall deem appropriate, from time to time, including without
limitation the following:
Architectural Control Committee
Common Area and Entrance
Planning Committee
Community Events Planning
Committee
Recreation Planning Committee
The members of any such
committee shall be Members of the Association and may, but need not be,
Directors; provided, however, that the President shall be a member of each such
committee and, when in attendance, shall serve as chairman of every meeting of
each such committee.
ARTICLE IX
ASSESSMENTS
As more fully provided in the
Declaration, each Member is obligated to pay to the Association annual and
special assessments which, together with interest thereon and costs of
collection thereof (including reasonable attorneys' fees), are secured by a
continuing lien upon the property against which the assessment is made. Any
assessments which are not paid when due shall be delinquent. If the assessment
is not paid within 30 days after the due date, the assessment shall bear
interest from the due date at the maximum rate permitted by law. The
Association may bring an action at law against the Owner personally obligated
to pay the same or foreclose the lien against the property subject to the
assessment. No Owner may waive or otherwise escape liability for the
assessments provided for herein by non-use of the Common Areas or abandonment
of his Lot.
ARTICLE X
PRESERVATION OF
NON-PROFIT STATUS
The Association shall operate in
such fashion so as to maintain its not-for-profit status for all purposes, including
qualifying as such under the Internal Revenue Code and Regulations.