Eastman Community Association Council Bylaws Revised – September 8, 2018 Pursuant to Article 6.2(e) of the Declaration of Covenants and Restrictions dated August 31, 1991 ("Declaration"), the Council adopts the following bylaws for the conduct of its affairs. ARTICLE I Definitions The words and terms used herein shall have the meaning, if any, given them by Article II of the Declaration: ARTICLE II Council Purposes a. By the vote of two-thirds of the members of the Council present and voting, remove members of the Board. In the event of a vacancy on the Board, the Council may elect a Director to serve until the next regular election by the owners. b. Have the right, by the vote of two-thirds of the members of the Council present and voting, to propose to the Board amendments to the Declaration and any Supplementary Declaration; c. Have the right, by the vote of two-thirds of the members of the Council present and voting, to propose special assessments to the board; and d. Consider and make recommendations to the Board for the benefit of the Properties and the health, safety and social welfare of the Owners. ARTICLE III Council Meetings 1. Annual and Regular Meetings – Subject to the Chair’s discretion as set forth in the next paragraph, the Council shall hold an annual meeting between August 15 and September 15 of each year and three regular meetings between each annual meeting as follows: One between January 1 and January 31 but not before December 31 One between March 15 and April 15 One between June 15 and July 15 The Chair shall determine the precise date, time and place of meetings, which at the discretion of the Chair may be scheduled for a date up to 30 days prior or subsequent to the respective periods set forth above. All meetings shall be held in Grantham, New Hampshire. (Amended 1/13/2018) All new Council Representatives elected for the next year shall be seated after the Council’s annual meeting in September.

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As a prerequisite for the seating of elected Council representatives, each Special Place Association shall adopt and maintain a set of bylaws for the conduct of its affairs. These bylaws shall be reviewed by each Special Place Association at intervals not to exceed three years. At a minimum, the Special Place Associations shall endeavor to incorporate the provisions set forth in the common core bylaws adopted by the Council and identified as the ECA Special Place Common Core Bylaws (SPCCB). The SPCCB, as the same may be amended by the Council from time to time, is attached hereto as Appendix B. (Added 9/8/2018) 2. Special Meetings - Special meetings of the Council may be called by the chairman or by a majority of the Executive Committee. Special meetings must also be called if requested in a petition signed by at least one-third of the Council members and presented to the Council chairman; in such a case, the meeting must take place within 30 days of the presentation of the petition. The call and notice of any special meeting shall specify the purpose thereof, and no business may be transacted other than the matters specified in the notice. 3. Purposes - Officers of the Council shall be elected at the annual meeting. Vacancies in office may be filled at any meeting. At any meeting the Council may consider such matters as may come before it, except that special meetings may consider only the matters stated in the notice. 4. Notice of Meetings - Written notice stating the place, day and hour of any meeting of the Council shall be mailed to all members of the Council not less than 20 days nor more than 50 days before the date of such meeting. In case of a special meeting, the purpose for which the meeting is called shall be stated in the notice. a. When the Council is asked to approve a proposed capital expenditure pursuant to Article VIII 8.6(a) of the Declaration, written notice of the proposal shall be mailed to all members of the Council not less than ten (10) days before the date of the meeting at which the proposal is to be acted on. The notice shall include a description of the expenditure and a cost estimate. b. When Council is asked to consider a proposal to borrow money for any purpose pursuant to Article VII Section 7.7(f) of the Declaration, written notice of the proposal shall be mailed to all members of the Council not less than forty-five (45) days before the date of the meeting at which the proposal is to be acted upon. The notice must include the reasons for the borrowing and the substance of the borrowing agreement. 5. Voting – All votes at Council meetings that require only a majority for passage shall be taken by voice or by a show of hands. If that voting reveals a significant division among Council members, a written or electronic ballot may be used at the discretion of the Council Chair and must be used whenever requested by any member of Council. Any vote requiring a two-thirds (2/3) majority of Council members present and voting shall be by written or electronic ballot. For purposes of authentication, all ballots shall be signed by the Council member voting and the Special Place shall be identified. Votes of Council members on issues requiring signed ballots shall be disclosed and made available to Special Place Chairs and posted on the ECA Governance website. (Amended 01/28/2017) Votes of Council Representatives on issues requiring signed ballots be disclosed and made available to Special Place Chairs and posted on the Eastman Governance website.

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6. Committee Reports - If a special assessment or an amendment to the Declaration is proposed, the Chairman of the Council shall appoint a Committee to study the proposal and to report and make recommendations to the Council. The Council shall consider such report and recommendations before acting on the proposal. 7. Informing the Board - Within 10 days after any meeting of the Council, the Chairman shall transmit in writing to the Board the names and addresses of any Directors elected by the owners and the text of any resolutions adopted by the Council in regard to special assessments, proposed amendments to the Declaration, or recommendations to the Board. 8. Robert’s Rules - At all meetings of the Council, Robert’s Rules of Order Simplified and Applied shall be used as a guide. (Added 01/28/2017) 9. ECA Office Responsibilities - The ECA office with the oversight of the Council Secretary shall maintain the official files and membership list of the Council, which shall be used to determine those eligible to vote on matters before the Council, and shall give notice of all meetings of the Council and of the Executive Committee. (Added 01/28/2017) ARTICLE IV Officers 1. Officers – The officers of the Council shall be a Chairman, Vice-chairman and a Secretary, each of whom shall be an Owner and meet one of the following requirements: (Amended 1/03/2015) a. Shall be a member of Council at the time of the election; b. Shall be a Council alternate at the time of the election who has attended as a voting member at least two Council meetings in the previous year; c. Shall have been a Council representative within the past six years; or d. Shall have been a member of the ECA Board of Directors within the past six years; 2. Election and Terms of Office – The officers of the Council shall be elected by the Council at the annual meeting for a term of two years, except that in order to provide continuity, the Chairman and Secretary shall be elected in one year and the Vice-Chairman in the following year. Vacancies in office may be filled by the Executive Committee for the unexpired portion of the term, until and unless the Council shall fill such vacancy. Officers may not hold the same office consecutively for more that two full terms. 3. Chair - The Chair shall be the principal executive officer of the Council and shall in general supervise and control its affairs. The Chair shall preside at all meetings of the Council and of the Executive Committee. In consultation with the Executive Committee, the Chair shall prepare an agenda for each Council meeting. The final agenda for each meeting shall be approved by a majority of the Executive Committee and shall be sent to all Council members together with the notice of meeting. The Chair shall see that all actions duly adopted are carried into effect. (Amended 01/28/2017) 4. Vice Chair - In the absence of the Chair, the Vice-chair shall perform the duties of the Chair, and when so acting shall have all the powers and be subject to all the restrictions of the Chair. The General

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Manager or his/her designee shall act as Parliamentarian at all meetings of the Council. (Amended 01/28/2017) 5. Secretary – The Secretary shall attend all meetings of the Council and the Executive Committee and shall record the proceedings of all such meetings. The Secretary shall perform such other duties as may be prescribed by the Chair or the Executive Committee. (Amended 01/28/2017) ARTICLE V Election of Directors The Directors shall be elected by a vote of the Owners. The voting shall take place as outlined in Appendix A of these Bylaws and shall be supervised by the Election Committee appointed by the Council Chair. The election results shall be presented at the Annual Meeting to the Council. ARTICLE VI Committees 1. Executive Committee - An Executive Committee comprising the officers of the Council plus two members appointed by the Chairman from the Council to serve at the pleasure of the Chairman shall have the duties and authorities specified in these bylaws and serve as an advisory committee to the Chairman. A majority of the Executive Committee shall constitute a quorum. a. The Executive Committee is charged with conducting ongoing oversight of Special Place governance to ensure that Special Place bylaws and Council bylaws are observed. b. The Executive Committee shall function as a body of appeal to review Special Place processes that are not functioning, specifically with respect to Special Place Annual meetings and election of officers and Council Representatives. c. The Executive Committee shall periodically review each Special Place set of Bylaws to ensure that they consist, at a minimum, of provisions for; Membership and voting rights, Meeting of Members, Officers and their duties, Election of Officers and Representatives to the Council, provisions for Absentee Voting, and specification of Term Limits (if any) for Officers and Representatives. d. The Executive Committee shall consult with the Chair regarding the agenda for each Council meeting and shall approve each agenda by majority vote. (Added 01/28/2017) 2. Nominating Committee - Prior to May 1 of each year, the Council Chair shall appoint a Nominating Committee Chair who shall select a committee in consultation with the Council Chair which is composed of not fewer then five (5) persons, with the majority chosen from among current and/or former Council Members, and the remainder from among other members of the Eastman Community Association. The Nominating Committee Chair shall be a current Council Representative. There shall be only two methods of nomination for the following elective offices to be filled. Council Chair, Council Vice-Chair, Council Secretary, and/or Eastman Community Association Director(s). The first method is

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by the Nominating Committee presenting the nomination of one or more candidates for each office to be filled. The second method is by filing at the ECA Office a Declaration of Candidacy containing not less than twenty (20) signatures of current Eastman Property Owners. a. Nomination by the Nominating Committee In timely fashion the Committee shall announce and publish a call for candidates; the offices to be filled; and the date of the election Council Meeting. It is a duty and responsibility of the Committee actively to seek qualified candidates for each office to be filled and arrange Committee interviews for all candidates who so desire. Each candidate, before being interviewed, must submit a single page resume or biography that includes Eastman service history. Any candidate, whether or not an incumbent, and whether or not interviewed, may also file a Nominating Petition to assure his/her place on the election ballot. All candidates have a right to be interviewed, but all recruiting of candidates and interviews must be completed not less than forty-five (45) days prior to the date of the election Council Meeting. b. Nominating by Petition The option of any candidate seeking office is to file a Declaration of Candidacy containing not less than twenty (20) current Eastman Property Owner signatures, together with a single page resume or biography and a personal platform statement, at the ECA Office not less than sixty (60) days prior to the date of the election. (Amended 01/28/2017) c. General No new candidates will be considered under either method after the forty-five (45) day filling deadline unless there is an office open with no candidates for nomination. No later than forty-five (45) days prior to the date of the election, the Committee will forward to the Election Committee a list of all Nominees and the office sought by each. (Amended 01/28/2017) To provide a public hearing for all Nominees, the Nominating Committee shall set the date for and conduct a Candidate's Forum. 3. Election Committee – Prior to May 1 of each year, the Council Chair shall appoint an Election Committee composed of not fewer than five (5) members who shall serve until the following April 30. The Election Committee shall implement the procedures assigned to it in APPENDIX A for the election of Directors by the Owners. The Election Committee shall revise these procedures, as necessary, with the approval of the Council. (Amended 01/28/2017) 4. Finance and Budget Committee - The Chairman shall appoint a Finance and Budget Committee consisting of seven (7) Owners and the Treasurer of the Association (ex-officio and non-voting). The duties of this Committee shall be to prepare and present to the Board annual operating and capital

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expenditure budgets for the Association as provided for in Article 8.5 of the Declaration; to periodically review and monitor the financial operation of the Association; and to perform such other duties as may be assigned to it by the Council Chairman. 5. Other Committees - The Chairman may appoint other committees to serve for such periods and for such purposes, as the Chairman may deem advisable. In general, such committees shall serve in an advisory capacity to the Council and, more broadly, to the Association. Except as specified in the Declaration of Covenants & Restrictions, the Chairman shall determine on the basis of the following functional criteria that all such committees are appropriately affiliated with the Council: Council committees assume functions related to governance, facilities, amenities/recreation, life-style, and natural resources whereas Board committees primarily carry out financial, personnel, strategic planning, health and safety, and marketing functions. As needed, the Board President and the Council Chair may establish a joint Board/Council committee having a defined mandate of relevance to both governance bodies. (Amended 6/29/2013) 6. In a situation requiring immediate action of any Council Committee, the Chairman of the Committee may poll Committee members by mail, fax or telephone. ARTICLE VII Changes to Declaration of Covenant & Restrictions The Council Chair, upon receiving a request for a Covenant change from a member of the Council, shall refer the proposed change to a standing committee of the Council, an ad-hoc committee appointed by the Chair, or to the Covenants and Bylaws Committee. In deciding where to refer the proposed change, the Council Chair shall be guided by whether: the change is a new Covenant proposal or an amendment to an existing Covenant; the change relates to the charge of a standing committee of the Council; and whether the wording of the proposed change should first be reviewed and acted on by the Covenants and Bylaws Committee. When the referred committee has made its recommendations and/or prepared wording for the requested change, the proposal shall be returned to the Council Chair and included with the agenda of the next Council meeting. The Council, at this meeting may then: (1) Reject the proposed change (2) Amend the proposed change and return it to the committee (3) Accept the proposal and forward it to the Covenants and Bylaws Committee for review of language, review by the ECA Counsel, as appropriate, and consideration at the next Council meeting. After approval of the language by the Council, the change shall be submitted to all Owners as specified in Article XV of the Covenants and Restrictions.

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ARTICLE VIII Amendments to Bylaws These bylaws may be altered, amended or repealed at any meeting of the Council if notice of the proposed change has been mailed to each member of the Council at least 20 days before the meeting. (Note: requires a 2/3rds vote of Council members present and voting in accordance Article 6.2(f) of the DCR.) ARTICLE IX Declaration In case of any conflict between these bylaws and the Declaration, the Declaration shall control.

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APPENDIX A PROCEDURES FOR ELECTION OF BOARD MEMBERS 1. Preface: These procedures are adopted pursuant to Article VII, paragraph 2 of the Covenants and Article V of the Council bylaws. 2. Time of Elections: Elections shall be held in a timely manner before the Annual Meeting of the Council as determined by the Council Chair between August 15 and the date of the Annual Meeting, 3. Eligible Voters: One vote may be cast by an Owner for each assessable property listed by ECA as of July 15. 4. Candidates: At each annual election, three (3) Directors shall be elected for terms of three (3) years. No Director may serve more than two (2) consecutive three-(3) year terms. Under certain circumstances, such as the need to fill a vacancy, the number to be elected could be greater than three and the term of office less than three (3) years. 5. Nominating Process: As provided in the Council Bylaws, Article VI, paragraph 2, there shall be two methods of nomination by the Nominating Committee, and nomination by petition. 6. Election Moderators: Prior to June 1st of each year, except for the first year of implementation, the Council Chair shall appoint an Election Moderator and an Assistant Moderator, preferably the Council Vice Chair and Secretary respectively, who shall serve until ninety (90) days after the election results are announced. The responsibility of the Moderators is to see that the election is carried out in an efficient, orderly, and fair manner. Among their duties of the Moderators shall be overseeing the voting process, overseeing the counting of the votes, and resolving any problems. Neither the Moderator nor the Assistant Moderator may be candidates in the election that they oversee. 7. Pre-election Procedures: The following procedures shall be used to prepare for the election: a. No less than forty-five (45) days prior to the election date, the Nominating Committee shall prepare a list of candidates, together with the biographies and platform statements provided by each. (Amended 01/28/2018) b. A mailing shall be sent to all owners not less than thirty (30) days prior to the election date and shall include: 1) the direction for casting the Ballot(s); 2) a Ballot for each assessable property, and 3) the biographies and platform statements of each candidate. (Amended 01/28/2017) c. The Nominating Committee shall set the date for and conduct the Candidates’ Forum. 8. Voter List: The ECA office shall prepare an official Owner/Property List, attested by the Secretary of the Association, directly from its records as of July 15 each year prior to the election and shall deliver same to the Election Committee.

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9. Ballot Preparation: An Official Ballot shall be prepared by the Election Committee. The ballot shall state: “For Board of Directors, Eastman Community Association – Vote for one or more up to the number to be filled. Write-ins are not permitted” The number to be filled shall appear on the ballot. 10. Voting: a. The voter completes the Ballot and returns it to the Election Committee sealed in an envelope as per the instructions enclosed with the Ballot. When the Ballot is received, the Election Committee records its receipt on the Official Voter List. The unopened Ballot envelope shall be placed in safekeeping until the day when the Ballots are counted, at which time the envelope shall be opened and the Ballot cast. b. In order to be counted, the Ballot must be postmarked no later than the Saturday of the week before the Annual Council Meeting and received by the end of the business day the Thursday before the Council Meeting. 11. Counting the Ballots: The Election Committee Members, the Moderators and the Council Chair are responsible for the counting of the Ballots, and are the only ones owners permitted to participate in the counting of the Ballots.. a. The Ballot envelopes will be opened and the Ballots cast by the Moderator. b. After the votes have been counted, the Moderator shall prepare an Official Tally showing the number of votes for each candidate in descending order. c. The votes shall be counted on or before the day of the Annual Meeting, and the results shall not be released prior to said meeting. 12. Announcing the Results: The Official Tally shall be presented at the Annual Meeting to the Council Chair, who shall announce the results. The three candidates with the most votes shall be declared the winners, assuming that only three were to be elected. If the terms of the Directors are not the same, the recipients of the most votes shall be given the longest terms. In the event of a tie among candidates, the tie should be resolved at the Annual Council Meeting by a written Ballot vote of the Council Members present at that meeting. Any candidate may request a review by notifying the Council Chair within seven (7) days after the announcement of the election results. The Moderator and the Election Committee shall perform such a review and notify the candidate of their decision. The election Committee shall retain the Voter List used during the voting, the Ballot envelopes, and the ballots cast for a period of ninety (90) days after the election results are announced.

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Appendix B: SPECIAL PLACE COMMON CORE BYLAWS                  Note: the following are the bylaw provisions that each Special Place shall endeavor to incorporate  when  establishing  the  Bylaws  for  the  association  of  its  Members.    Each  Special  Place  shall  file  its  bylaws  with  the  Council  Executive  Committee,  indicating  any  provisions  that  are  significantly  different from the Common Core Bylaws.  ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐  In accordance with Article 4.11 of the Declaration of Covenants and Restrictions, the following Bylaws  are hereby adopted for the Special Place named below.  Special Place:  Adopted: (Date)

 

 

 

 

ARTICLE I ‐ DEFINITIONS 

ECA: Eastman Community Association, a New Hampshire corporation with offices in Grantham, New  Hampshire.   Covenants: The ECA Declaration of Covenants and Restrictions, as amended, and applicable to all  Eastman properties.   Council: The ECA Council consisting of the elected Representatives of the several Special Places.  Property: A Lot or Condominium Unit, as defined in Article II of the Covenants.   Owner: The record owner, including Spouse, of any Property in the Special Place, as defined in Article II  of the Covenants.   Member: an Owner of Property located in the SP.  Special  Place  (SP):  The  Special  Place  mentioned  above.  A  Special  Place,  as  defined  in  the  Covenants,  being the land shown as a Special Place on the subdivision map of Eastman.   SP Association (SPA): An association of the Owners of Properties located in the SP.   Spouse: The husband, wife or Domestic Partner of an Owner.   Domestic Partner: A person of the same or different sex as the Owner, living in the same household  and sharing a domestic but unmarried relationship with the Owner.   

ARTICLE II ‐  SPECIAL PLACE PURPOSES   The  SPA  is  organized  to  promote  the  health,  safety,  and  social  welfare  of  its  Members  and  to  elect  Representatives and Alternates to the Council. The SPA shall also determine the manner in which the  SP reserved land (if any) located within its boundaries shall be used, enjoyed and improved and shall  make  and  enforce  rules  and  regulations  with  respect  thereto,  such  reserved  land  to  be  devoted  exclusively  to  non‐commercial  uses  and  be  managed  in  accordance  with  the  provisions  of  the  Covenants.  

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ARTICLE III ‐ MEMBERSHIP AND VOTING  1. MEMBERSHIP: Each Owner shall automatically be a Member of the SPA. 
   2. VOTING RIGHTS: Each Owner shall have one vote for each Property owned in the SPA. Where  such Property is owned by more than one person, there shall be only one vote for each Property  as provided in Article 4.7 of the Covenants. Property owned by the ECA or a governmental unit  has no voting rights.  3. VOTING   a. ELECTIONS: Voting for SPA Officers, Representatives and Alternates shall take place at the  Annual Meeting or at any Special Meeting called to fill a vacancy in any office.  i.

The SPA shall provide electronic or mail‐in ballots with the notice of upcoming meetings,  at least 20 days in advance of such meeting. 

ii. Candidates may provide biographies and  statements,  which shall be attached with the  list of candidates and included in the meeting notice as enclosures.  iii. Any unfilled positions will be voted upon at the Annual Meeting. Nominations may be  made from the floor, provided the nominee agrees either orally or in writing.  b. NON‐ELECTION VOTING:  The SPA shall provide electronic or mail‐in ballots with the notice  of  upcoming  meetings,  at  least  20  days  in  advance  of  such  meeting  for  SPA  issues  other  than  elections  at  SPA  meetings,  to  Members  indicating  they  will  be  unable  to  attend  the  meeting.  Accessible electronic or mail‐in returnable ballots must be returned by any stated  deadline.   c. PROXY VOTING: Proxy voting is not permitted.   d. QUORUM:  A  minimum  of  __%  of  SPA  Members  present  in  person  at  any  meeting  shall  constitute a quorum. All actions taken shall be by majority vote of those Members voting.  4. OVERSIGHT OF THE SPECIAL PLACE:  a. Council  Executive  Committee  (CEC)  oversight  of  the  SPA  shall  be  as  described  in  Council  Bylaws  Article  VI,  Section  1,  and  Covenants  Article  6.2(g),  with  guidance  from  applicable  provisions of the ECA 2020 Strategic Plan or any successor plan.  b. The  CEC  may  take  action  if  the  SPA  processes  are  not  functioning  properly,  but  only  to  provide  guidance  to  promote  or  restore  proper  functioning  of  the  SPA. “Functioning”  is  defined  as  operating  in  accordance  with  these  Bylaws,  as  reasonably  determined  by  the  CEC.  c. The SPA is otherwise responsible, without any CEC intervention, for properly managing itself  when a problem arises.  d. In  the  event  of  an  internal  dispute  within  the  SPA  that  cannot  be  resolved  by  a  Special  Meeting or other means, a minimum of 10% of the Members of the SPA can appeal to the  CEC for resolution.  - 11 -

    

 

 

ARTICLE IV ‐ COMMITTEES 

1. EXECUTIVE  COMMITTEE:  The  SPA  Officers  shall  constitute  an  Executive  Committee.  Representatives  and  Alternates  may  also  serve  as  members  of  the  Executive  Committee.    A  majority  of  the  Executive  Committee  shall  constitute  a  quorum  for  any  Executive  Committee  Meeting.  Actions  taken  by  the  Executive  Committee  shall  be  by  majority  vote  and  shall  be  reported at the next meeting of Members and posted on the ECA website within five days after  approval thereof.  2. NOMINATING COMMITTEE: If, after the deadline for candidate submissions for Annual Meeting  elections,  additional  candidates  are  required  to  fill  Representative,  Alternate  or  Officer  vacancies, the Chair or Executive Committee may appoint a Nominating Committee of no fewer  than three SPA Members. This Committee’s role shall be to ensure that a full slate of candidates  is elected at the Annual Meeting.  3. AD HOC COMMITTEES: The Chair or Executive Committee may appoint ad hoc committees as  necessary.   

 

 

 

ARTICLE V ‐  MEETINGS OF MEMBERS 

1. ANNUAL MEETING: The Annual Meeting of the SPA shall be held each year for the purpose of  electing  SPA  Officers,  Representatives  and  Alternates,  and  for  the  transaction  of  such  other  business affecting the conduct of the affairs of the SPA as may come before the meeting. The  SPA Annual Meeting shall be held between July 1 and August 31.  However, the SPA Executive  Committee in its reasonable discretion may schedule the Annual Meeting for a date outside of  such period.  At least four weeks prior to the publication of the official Annual Meeting notice and agenda, a  call for Council Representative and Alternate candidates, and for SPA Officers, shall be sent to  all Owners, posted on the SPA web page, and publicly announced in the weekly Eastman Events  and Highlights or any successor ECA publication. This announcement will include a deadline for  interested candidates to reply to the SPA Chair and Nominating Committee.  2. REGULAR  MEETINGS:  Regular  Meetings  of  the  SPA  may  be  called  by  the  Chair  or  the  SPA  Executive Committee.  3. SPECIAL  MEETINGS:  Special  Meetings  of  the  SPA  may  be  called  by  the  Chair  or  the  SPA  Executive Committee, or by written petition signed by at least 10% of the Owners.  4. NOTICE  OF  MEETINGS:  A  notice  shall  be  sent  to  all  Members  stating  the  agenda,  place,  date  and  time  of  any  Annual,  Regular  or  Special  Meeting.    Such  notices  and  any  accompanying  materials may be sent by electronic means or by US mail, with the provision that any Member  requesting  “mailed  notices  and  materials”  shall  be  accommodated.  Such  notice  may  also  be  included  in  other  appropriate  channels  of  ECA  communications.  The  notice  shall  be  sent  not  less  than  20  and  not  more  than  40  days  before  the  date  of  such  meeting.    In  the  case  of  a  Special Meeting, the purpose for which the meeting is called shall be stated in the notice. In the  case  of  the  Annual  Meeting,  names  and  positions  of  candidates  for  elective  office  shall  be  - 12 -

listed.  5. NOTIFICATION TO ECA AND OWNERS: Immediately following the election of any SPA Officer, or  Representative  or  Alternate  to  the  ECA  Council,  a  member  of  the  SPA  Executive  Committee  shall  notify  the  ECA,  the  SPA  Members  and  the  Council  Secretary  of  the  election  results,  providing the names, contact information, and duration of terms of those elected.  6. MEETING MINUTES: Within five days after approval thereof, the Secretary/Treasurer shall send  a copy of each meeting’s minutes to the ECA for posting on the ECA website and shall maintain  the  minutes  as  a  permanent  record.  At  a  minimum,  minutes  must  include  the  wording  of  all  resolutions adopted and decisions reached. 7. MEETING ORGANIZATION: The SPA shall follow the Council’s adopted procedures as guidelines  in conducting its meetings. 

ARTICLE VI ‐ OFFICERS  1. OFFICERS:  The Officers of the SPA shall be a Chair, Vice‐Chair and Secretary/Treasurer, each of  whom  shall  be  a  SPA  Member.  Officers  may  (but  need  not)  be  Council  Representatives.  A  Member may be elected to fill more than one Office at the discretion of the SPA.  2. ELECTIONS  AND  TERMS  OF  OFFICERS:    SPA  Officers  shall  be  elected  by  the  Members  at  the  Annual Meeting or by the Council Representatives immediately following the Annual Meeting,  as determined by the SPA Executive Committee. The terms for Officer positions shall be either  two or three years.  No Officer shall serve for more than six consecutive years. Exceptions may  be made in circumstances where no other Member is willing to serve.  An Officer vacancy that occurs after the Annual Meeting shall be filled for the remainder of the  unexpired  term  by  election  at  the  next  Annual  Meeting  following  the  vacancy.  Until  the  next  Annual Meeting occurs, and as the SPA Executive Committee determines, the SPA may elect, or  the SPA Executive Committee may appoint, interim replacements to fill vacancies.    3. SEATING  OF  NEW  OFFICERS:  Newly‐elected  Officers  shall  begin  their  terms  immediately  following the meeting at which they are elected.  4.

CHAIR:  The  Chair  shall  be  the  principal  executive  officer  of  the  SPA  and,  in  general,  shall  supervise  and  organize  the  affairs  of  the  SPA,  including  meetings  of  SPA  Members.  The  Chair  shall  preside  at  all  meetings  and,  in  collaboration  with  the  SPA  Executive  Committee,  shall  propose an agenda of matters to be considered and matters to be voted upon at meetings. The  Chair shall ensure that all resolutions duly adopted by the SPA Members are carried into effect. 

5.

VICE‐CHAIR: In the absence of the Chair, the Vice‐Chair shall perform the duties of the Chair  and, when so acting, shall have all the powers and be subject to all the restrictions of the Chair. 

6.

SECRETARY/TREASURER: The Secretary/Treasurer shall attend all meetings of SPA    Members and the SPA Executive Committee, record the proceedings thereof, and give or cause  to be given notice of all meetings of Members. (See also Article V, paragraphs 5 and 6 above.)  The  Secretary/Treasurer  shall  be  responsible  for  all  SPA  funds  and  shall  keep  complete  and 

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accurate accounts of all receipts and disbursements. The Secretary/Treasurer shall disburse SPA  funds  only  for  purposes  approved  by  the  Members  and  shall  render  an  account  of  all  transactions  and  the  financial  condition  of  the  SPA  at  Annual  or  Regular  Meetings  of  the  Members.   7.

SIGNATURES:  Any documents to be executed on behalf of the SPA shall be signed jointly by  the Chair and either the Vice‐Chair or Secretary/Treasurer. 

 

 

ARTICLE VII ‐ COUNCIL REPRESENTATIVES AND ALTERNATES 

1. COUNCIL REPRESENTATIVES:   a. The  number  of  Council  Representatives  shall  be  as  determined  by  the  Covenants.  Representatives  shall  be  SPA  Members.  Term  limitations  and  exceptions  thereto  for  Representatives shall be the same as for Officers. (See Article VI, Section 2 above.)  b. Representatives shall be elected by the Members at the Annual Meeting to terms of two or  three  years,  as  determined  by  the  SPA  Executive  Committee.  If  there  are  any  unexpired  terms to be filled due to vacancies, the candidates who received the next highest number of  votes  in  the  election  shall  fill  the  unexpired  portion  of  the  terms  first,  followed  by  the  candidates with progressively fewer votes. If, however, there were no candidates other than  those elected, the SPA, at a Regular or Special Meeting, may elect a replacement to fill the  unexpired  portion  of  the  vacated  term.  Alternatively,  as  determined  by  the  SPA  Executive  Committee, it may appoint a replacement to serve until the next SPA Annual Meeting, when  a replacement shall be elected to complete the unexpired portion of the vacated term.  c. A Representative or his/her Spouse elected to the ECA Board of Directors shall immediately  resign as a Representative.  d. The SPA shall stagger terms to provide for continuity of serving Representatives.  e. When a Representative vacancy occurs, the SPA, at a Regular or Special Meeting, may elect a  replacement  to  serve  the  unexpired  portion  of  the  vacated  term.  Alternatively,  the  SPA  Executive  Committee  may  appoint  a  replacement  to  serve  until  the  next  SPA  Annual  Meeting,  when  a  replacement  shall  be  elected  to  complete  the  remainder  of  the  vacated  term.  f. Representatives  shall  attend  all  meetings  of  the  Council.  If  a  Representative  is  unable  to  attend, an Alternate should be designated by such Representative who shall notify the Chair  of the designated Alternate. The Chair may designate, in a rotating manner, an Alternate in  cases where a Representative position is vacant, or when a Representative who is unable to  attend fails to designate an Alternate. The Chair, in turn, shall notify  the ECA Office of the  designated Alternate.  g. The SPA shall gather feedback from Members electronically or by mail as to their opinions on  significant  issues  to  be  voted  on  at  upcoming  Council  meetings  and  should  not  limit  consideration of Members’ views solely to those Members in attendance at a SPA meeting.  The  SPA  may  exercise  discretion  as  to  how  its  Members’  views  should  influence  - 14 -

Representatives’ votes on Council matters. The SPA may elect to mandate a form of directed  voting based on Members’ views.  In such event, Representatives will nevertheless be free  from  any  directed  vote  in  the  event  of  substantive  changes  to  wording  or  meaning  on  a  particular issue or on amendments to a proposal at a Council meeting.  2. MULTIPLE ELECTED OFFICIALS FROM A SINGLE PROPERTY: No more than one Owner of a single  Property may serve as Representative and/or Alternate at the same time.  3. COUNCIL  ALTERNATES:  At  the  Annual  Meeting,  a  sufficient  number  of  Alternates  shall  be  elected  to  substitute  for  Representatives  who  are  not  available  to  attend  Council  meetings.  Alternates shall be SPA Members.   Alternates shall have terms determined by the SPA of one,  two or three years.  The procedure for filling vacancies for Alternates shall be the same as for  Representatives.  Alternates  may  attend  meetings  of  the  Council  in  place  of  regularly‐elected  Representatives who are unable to attend such meetings.  4. COUNCIL TERM COMMENCEMENT DATE: Terms for Representatives and Alternates shall begin  according  to  the  requirements  of  the  Council  Bylaws.  Timely  orientation  and  training  shall  be  scheduled or made available by electronic means for new Representatives and Alternates, based  on information provided by the ECA, with guidance from the Council leadership.   

ARTICLE VIII ‐ AMENDMENTS   1. These ECA Special Place Common Core Bylaws may be amended by a two‐thirds vote of Council  Members present and voting at a meeting of the Council. In such event, each SPA shall consider  amending its SPA Bylaws, as soon thereafter as reasonably practicable, in order to incorporate  such Council amendment.  2. The SPA Bylaws may be amended at a SPA Annual Meeting or Special Meeting.  The SPA shall  endeavor  to  adopt  amendments  consistent  with  the  provisions  set  forth  in  the  ECA  Special  Place Common Core Bylaws.  The SPA shall provide electronic or mail‐in ballot with the notice  of the proposed amendments, at least 20 days  in advance of the  vote  for  any  Members  who  indicate  that  they  will  be  unable  to  attend  the  meeting.    Accessible  electronic  or  mail‐in  returnable ballots must be returned by the stated deadline.  Amendments require the approval  of  __%  of  Members  voting.  The  SPA  may  adopt  a  greater  percentage  requirement,  but  not  more than two‐thirds.   3. The SPA Bylaws and any amendments adopted by the SPA shall be filed with both the Council  Executive Committee and the ECA.  4.  The  SPA  Bylaws  shall  be  reviewed  by  the  SPA  at  intervals  not  to  exceed  three  years,  in  accordance with Article 4.11 of the Covenants.   

ARTICLE IX ‐  RELATIONSHIP OF BYLAWS TO COVENANTS  In case of any conflict between these Bylaws and the Covenants, the Covenants shall control.  

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