Penrose Neighborhood Association
2024-2025 By-laws
By-laws Certification and Transmittal
Herewith are transmitted the By-laws of the Penrose Neighborhood Association of Arlington, County, Virginia, 22204, as motioned and approved for adoption at the regular monthly meeting of the Association on February 19, 2025 and as recorded by the Secretary of the Association. The By-laws enacted on this date supersede all previous versions.
Revised; May 3, 1995; June 7, 2003; Oct. 20, 2010; April 21, 2015; December, 2024
Originally Adopted Oct. 16, 1986
ARTICLE I – Name and Geographic Boundaries
Section 1. Name. The name of the organization is the Penrose Neighborhood Association, hereafter referenced as PNA.
Section 2. Geographic Boundaries. The Penrose neighborhood is bounded on the north by Arlington Boulevard (i.e. Rt. 50), on the south by Columbia Pike, on the east by Washington Boulevard, and on the west by South Fillmore Street/ South Walter Reed Drive.
ARTICLE II – MEMBERSHIP
Section 1. Membership. Membership in the PNA is composed of persons residing within the geographic boundaries described in ARTICLE 1, Section 2 and/or who own or operate a commercial business within the boundaries. Members must not be voting members of any other civic association in Arlington County.
Section 2. Voting Members. Any person meeting the membership requirements in ARTICLE II, Section 1, may become a voting member of the PNA, if 18 years of age or older, after paying dues and as long as payment remains current. Individual membership confers one vote per person. Proxy votes are not allowed.
Section 3. Annual Dues. Dues are $10 per individual, payable by check or online transaction upon joining. The membership year is based on the original date dues were paid by each member.
ARTICLE III – OFFICERS and DUTIES
Section 1. Officers. The elected officers of the PNA are the President, Vice-President, Secretary and Treasurer.
Section 2. Elections. Officers of the PNA must be active, dues-paying members who reside in the physical boundaries of the Penrose neighborhood. Elections are held every year at the October meeting. A Nominating Committee convenes beginning in June each year and manages the process by vetting and recruiting potential candidates and recommending candidates to the full Executive Committee. If the candidates are deemed suitable by a majority vote of the Executive Committee, then they are put on the slate to be voted on by the PNA at the October meeting. The Nominating Committee is comprised of three members of the Executive Committee and three other members of the PNA.
Section 3. Term of Office. Officers serve for one (1) year or until a successor replaces them. The term of office begins annually on January 1 after the October elections. A vacancy in the office of President will be filled by the Vice President for the remaining term of office. Vacancies in the other elected offices will be filled at the next regular meeting of the PNA as an appointment made jointly by the President and the Executive Committee to fill the remaining term and assume the duties as soon as possible.
In the event that it becomes necessary to remove an Officer, Chair, or Representative, a member of the Executive Committee will ask for a resignation in writing. If declined, then the Executive Committee will vote and a majority vote will determine the outcome. Reasons for asking for a resignation include theft, fraud, misuse of office, or misrepresentation of a vote by PNA to outside parties.
Section 4. Duties.
4.1 President. The President serves as Chair of the Executive Committee and presides at all meetings of the PNA. The President, with the approval and a majority vote of the current members of the Executive Committee, appoints Chairs of Committees, serves as Ex-Officio member of all Committees and unless another Executive Committee officer is assigned, represents PNA to other public and private organizations or committees, and speaks on behalf of the PNA and Executive Committee to take agreed-upon positions or make agreed-upon statements.
Because of the President’s wide community involvement, many members and PNA residents seek the President out to resolve issues. The President refers concerns to appropriate Executive Committee subject matter experts for investigation and written response. The written response is brought back to the Executive Committee for approval prior to going forward.
4.2 Vice President (VP). In the absence or the inability of the President to perform duties, the VP assumes the duties of the President. The VP collaborates regularly with the Chairs of Committees and representatives to outside bodies and provides input/feedback to the President. The VP also helps to manage general PNA meetings and implement Robert’s Rules of Order at meetings when necessary.
4.3 Secretary. The Secretary creates meeting minutes and summaries. Regarding those meetings or portions of meetings that are conducted using Robert’s Rules of Order, the PNA Secretary records (1) the roll of eligible voters, (2) the motion(s), number of yea/nay and abstain votes, and (3) retains these as an official record.
Members of the Executive Committee may receive agenda items of interest from members and/or may propose agenda items that suggest a need for discussion. The Secretary sends the agenda out within five (5) to seven (7) days of regular meetings via social media and the listserv. The Secretary also maintains neighborhood website content and administers the PNA’s social media accounts and listserv.
At the expiration of the term of office, the prior Secretary turns over to the newly elected Secretary all documents and records.
4.4 Treasurer. The Treasurer receives funds for the PNA, including membership dues, and maintains accurate records, records all disbursements, and is responsible for yearly tax filings as appropriate. The Treasurer maintains the membership list, notifies members of dues payable, and records dues paid.
The Treasurer deposits funds in an account set up in a local bank in the name of the PNA. PNA funds are deposited as soon as possible in the PNA account. The PNA Treasurer records all disbursements authorized by the Executive Committee. The Treasurer provides a financial report at each meeting of the PNA and creates an annual budget with the Executive Committee.
The Treasurer’s accounts are available for inspection by Voting Members at any regular meeting of the Association, within at least seven (7) days advance notice to the Treasurer.
At the expiration of the term of office, the Treasurer turns over to the newly elected Treasurer all records and authority belonging and pertinent to the PNA.
4.5 Immediate Past President. The immediate Past President may serve as a non-voting member of the Executive Committee for one (1) year past their term’s end to assist in the transition of leadership.
ARTICLE IV – MEETINGS
Section 1. Regular Meetings Schedule. The PNA will have a minimum of six meetings per calendar year. Meetings will be held either in-person or virtually on the third Wednesday of the month at 7 pm.
The October meeting is considered the Annual Meeting for the purpose of (1) electing officers, (2) reviewing reports of officers and committee chairs, and (3) highlighting accomplishments of the preceding year.
PNA employs Robert’s Rules of Order at meetings.
Section 2. Agenda and Notice. Information for meetings will be sent out to the Penrose neighborhood at least five (5) to seven (7) days prior to the meeting via social media and the listserv.
The suggested meeting agenda and order of business are as follows:
a. Call to order and roll call
b. Minutes of previous meeting and approval or disapproval with corrections c. Reports of the Executive Committee, Treasurer, Standing Committees, and Representatives to Outside Bodies.
d. Unfinished Business
e. New Business, announcements/information items, and guest speakers
f. Adjournment
ARTICLE V – The Executive Committee
Section 1. Composition. The Executive Committee consists of all elected officers and Standing Committee Chairs. The Immediate Past President may participate as a non-voting member of the Executive Committee for one (1) year.
Section 2. Duties and Responsibilities. The Executive Committee provides overall guidance and oversight for the PNA in matters that affect residents in the Penrose neighborhood, and the work done on residents’ behalf. It manages PNA financial and business affairs; provides leadership for recurring and ad hoc concerns; appoints Committee Chairs and official representatives to outside bodies; facilitates communication, information flow and awareness among members; and fosters relationships with community partners.
Section 3. Meetings. The Executive Committee meets at least quarterly, but typically every other month, and as necessary.
ARTICLE VI – PNA Standing Committees and Representatives to Outside Bodies
Section 1. Definitions. Standing Committees of the PNA include the Neighborhood Conservation, Environmental, Events, and Education Committees.
Official representatives to outside bodies may include representatives to Joint Base Myer, the Naval Support Facility, Mary Marshall Assisted Living, and any others as may arise.
Section 2. Appointments. Standing Committee Chairs and official representatives to outside bodies are appointed by the President in collaboration with a majority vote of the Executive Committee officers.
Section 3. Duties. The duties of the Committees and the officially designated representatives are as follows:
3.1 Neighborhood Conservation Committee
The Neighborhood Conservation Committee’s role is to maintain a Neighborhood Conservation Plan that represents the current and projected needs and collective goals for all neighborhood residents; to serve as point-of-contact for Arlington County funded infrastructure and physical structures of the neighborhood, e.g. Vision Zero, Arlington Complete Streets; and to report and make recommendations regarding voluntary building guidelines and all matters related to community planning, zoning, and development.
The chair of this committee shall also serve as the representative on the Arlington Neighborhoods Advisory Committee (ArNAC) and attend its meetings.
A member of this committee shall also serve as the Association’s representative to the Form Based Code Advisory Working Group and attend its meetings.
3.2 Official representative to Arlington County government for Form-Based Code (FBC) Advisory Working Group (AWG).
The Form Based Code (FBC) Advisory Working Group (AWG) is a citizen advisory committee established by the County Manager to primarily provide neighborhood perspective on revisions and interpretations to the Columbia Pike Form Based Code (FBC) and serve as a review panel for FBC development proposals. The PNA officially designated representative to the AWG acts as liaison to keep PNA residents and the Executive Committee informed of ongoing discussions, seek feedback for sharing with the AWG, and to (3) develop a working knowledge of the FBC that expands the Penrose community’s understanding of the FBC provisions. Teams and task forces are encouraged as appropriate to expand member involvement.
3.3 Environmental Committee
The Environmental Committee Chair stays abreast of findings, reports and activities of the Environmental Affairs Committee of the Arlington Co. Civic Federation (EAC-CCF); fosters awareness of environmental concerns; provides leadership on environmentally
important projects relevant to the Penrose Neighborhood; works closely with Neighborhood Conservation Committee Chair on streets, sidewalks and lighting for both existing and proposed projects within Penrose; advises on and encourages environmental stewardship of public and private green spaces including habitats for wildlife, works to secure improvements for parks and green space improvements in the Penrose Neighborhood and Arlington County; and strives to keep Penrose Neighborhood residents and the Executive Committee informed of relevant actions of the EAC-CCF, the County, and the private and non-profit sectors.
3.4 Events Committee
The work of the Events Committee includes organizing neighborhood events within Penrose, developing ways to attract new members and developing a process to involve new members in the PNA, and identifying skills, talents, and interests among members to enrich the PNA talent pool and opportunities for participation.
3.5 Education Committee
The work of the Education Committee includes staying informed on issues regarding schools attended by Penrose neighborhood residents and providing this information back to the PNA in a timely manner. The Committee may also develop and present related materials for PNA action.
3.6 Delegates to the Arlington County Civic Federation
Four (4) members of the Executive Committee are considered delegates to the Arlington County Civic Federation. PNA also designates four alternate delegates who may substitute in the event of a delegate’s absence. Alternate delegates may be any voting member of the PNA.
ARTICLE VII – Parliamentary Authority
The rules of parliamentary procedure as set forth in “Robert’s Rules of Order” (Revised) are used to govern meetings.
ARTICLE VIII– Amendment of the By-laws
Amendment to these By-laws is made at a regular meeting of the PNA, by vote and requires a two-thirds vote for approval cast by eligible voting members present. Notification of intent to revise or amend By-laws currently in effect requires the President to notify the Secretary who in turn provides notification to members via the PNA listserv and social media channels.
Association when not in conflict with specific provisions and rules set forth in the Constitution and By-Laws.