Javascript DHTML Drop Down Menu Powered by dhtml-menu-builder.com

The ECA Board has determined the need for the following committees: Audit, Nominating, Architecture and Zoning, Safety, Membership, Worthy Causes, and Home and Garden Tour. The Audit and Nominating are prescribed by the Bylaws. The description of each is as follows.

Architecture and Zoning

The purpose of the Architecture and Zoning Committee is to represent the Eastport Civic Association (ECA) by working with the City’s Planning and Zoning (P&Z) Department and other City agencies regarding the architectural aspects and zoning considerations of proposed development in the Eastport area. The committee purview includes architectural aspects of development that affect the welfare, character and quality of life in Eastport including the Residential Conservation Overlay and the Eastport Gateway Ordinance.  The committee shall also follow any proposed changes to laws, regulations or codes within its purview and as they apply to Eastport.

The committee shall review and make recommendations on the architectural and zoning aspects of proposed new construction or alterations to existing structures. The basis for these determinations are the protection of the architectural massing, composition and styles as well as neighborhood scale and character; the compatibility of new construction and structural alterations with the existing scale and architectural character of surrounding properties; the encouragement of existing types of land uses that reflect the mixture and diversity of uses that have historically existed in the community; and preservation of streetscapes.

The committee shall transmit its recommendations to P&Z staff or other appropriate City agencies in writing, with the caveat that any official ECA recommendations will be submitted through the ECA President. The committee shall prepare materials for the newsletter and the website to keep members abreast of development plans and outcomes when appropriate.

The committee shall consist of a chairman and at least four other members of ECA in good standing. Committee members shall have the following qualifications:

1. One member shall have a background in architecture and/or architectural history in order to understand and interpret P & Z guidelines.
2. One member shall be an attorney and have an understanding of local land use ordinances and issues.
3. The third member shall have design qualifications..
4. The remaining members need not have specific qualifications other than an interest in the work of the committee.

Audit

The purpose of the Audit Committee is to examine the association's accounts and report to the members. The committee purview includes, but is not necessarily limited to all financial business, accounting procedures, and records of the Eastport Civic Association (ECA).

The duty of the Audit Committee is to conduct a standard audit of the business transactions and record keeping of the ECA, and to present an oral and written report to the membership at the first membership meeting after the end of the fiscal year.

The Audit Committee shall consist of three regular members of the association selected by the board of directors. No officers or directors shall serve on this committee. The committee shall examine the association's accounts and report to the members at the annual meeting.

The Audit Committee shall be dissolved when its duties for the year have been fulfilled.

Home and Garden Tour

The purpose of the Home and Garden Tour Committee is to organize and produce the Annual Eastport Home and Garden Tour. The committee purview covers tour activities -- their development and management.

The Home and Garden Tour Committee will evaluate the desirability, cost and benefits of continuing the Annual Home and Garden Tour based on the resources available, the level of homeowner participation, and the financial benefits to the ECA and recommend to the board appropriate actions. The committee is responsible for the organization and management of Eastport tours. The Committee shall prepare materials for the newsletter and the website to keep members abreast of the plans for and outcomes of all Eastport tours.

Nominating

The purpose of the Nominating Committee is to solicit and propose nominees to fill vacancies on the Eastport Civic Association (ECA) Board of Directors. The duties of the Nominating Committee are defined in various parts of the Bylaws and are set forth below, with the addition of operating details.

There shall be a Nominating Committee composed, of three members, one of whom shall be selected by the board of directors from its body and two of whom shall be regular members elected by the general membership at a general meeting prior to the Annual election meeting of the membership. The Committee may determine that it needs more than three members and select those from members. Though not required, it is desirable that the board member of the committee not be one running for election. The committee members shall select its chairman.

The committee shall nominate at least one eligible individual for each position to be filled and shall report its nominees at the annual meeting. A member of the Nominating Committee shall present the proposed slate of board members at the Annual membership meeting. Additional nominations may be made from the floor.

A committee member, usually the committee chair, shall carry out the election process during the  annual meeting. Election shall be by voice vote, unless there is uncertainty, at which point there shall be a show of hands and count of votes by each member of the Nominating Committee. The committee will state the results of the election before the membership, concluding its duties.

After a successful election, the Nominating Committee is dissolved.

Membership

The purpose of the Membership Committee is to engage in activities to generate and sustain membership in the Eastport Civic Association. The Membership Committee is also the lead group for ECA social activities. The committee purview covers membership levels and social programs.

The duties of the Membership Committee are to develop and maintain high membership levels through recruitment and social activities. As the need arises, the Committee may engage in membership drive activities, surveys of membership satisfaction and interests, contact members that did not renew, and other activities necessary to maintain a satisfied membership.

The membership committee is also responsible for the social activities of the ECA, including refreshments at membership meetings, the ECA Annual Picnic, and other Eastport activities such as the Ecumenical Celebration. The Membership Committee is responsible for maintaining contact and coordination with the MRE regarding their activities, especially the annual tug.

The Membership Committee shall solicit member volunteers for the full range of ECA activities, as appropriate, and shall develop new program and activity ideas for board consideration. The committee shall prepare materials for the newsletter and the website to keep members abreast of all aspects membership status and outcomes.

Safety

The purpose of the Safety Committee is to engage in activities intended to improve the general safety of the Eastport community. The committee purview covers safety activities as they affect Eastport.

The duties of the committee are to work with the police and other city authorities to  research and pursue best safety practices and share such information with the Eastport community. The committee shall gather and maintain information on crime activity in the Eastport area.  The committee shall maintain a Neighborhood Watch  Subcommittee. The Subcommittee shall coordinate with the Annapolis Police Department’s Neighborhood Watch Program.

Worthy Causes

The purpose of the Worthy Causes Committee is to identify individuals, groups, programs or activities that are engaged in actions or efforts that benefit the Eastport community and that would benefit from assistance, monetary or otherwise, from ECA. The committee purview covers, but is not necessarily limited to, organizations or activities that affect Eastport in a positive way.

Examples of activities supported by ECA include Christmas in April, holiday sharing, Spanish classes, and Eastport Elementary School summer camp scholarships. The Committee is also responsible for ECA awards such as Service Awards and Heroes of Eastport Awards. The committee shall recommend, for approval by the ECA board, proposed participation, donation or nominations.

General Guidelines

The board has the authority, per the Bylaws, to create standing committees, appoint their membership, approve their plans, and receive their reports. A committee is an extension of the board. Committee activities and recommendations should be communicated directly to the board. Committees may communicate their recommendations to government officials or interested parties only with the specific approval of the board. The president is the official spokesperson for the ECA.

The following are guidelines for all committees unless superseded in the specific committee description.

In general, committees gather information, perform analysis and make recommendations for consideration by the board. When possible, committees should follow a consistent and deliberative process, usually drawing on past practices. Where feasible, committees should offer the board an array of options it might use to address any particular issue. The committee shall prepare materials for the newsletter and the website to keep members abreast of all aspects of planning and outcomes.

The committee chair shall be appointed by the board. The committee shall recruit and select its own members from among ECA members in good standing and submit prospective members to the board for approval. A prospective committee member should submit a resume and disclosure of any possible conflict of interest with serving on the committee. The chair and members shall serve for a year and may serve an indefinite number of terms.

The committee’s meeting schedule will be established by each committee with the approval of the board. The meetings shall be run by the chair, or, in the chair’s absence, by a member selected by vote of the committee. The chair shall make committee assignments.

The chair shall report committee activities to the board, as appropriate to its current workload. The committee shall report to the full membership as requested by the board. The board will provide overview and general guidance to the committee, but not be involved in the details of the committee operations, unless requested by the committee for a specific purpose.

As needed, each committee shall prepare a budget and other operating requirements and submit them to the board for approval. The budget submission shall be made prior to the development of the annual budget. The committee may request additional resources from the board as the need arises.

web design by stellar presentations, inc.