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| Committee Bylaws | | Print | |
| Sunday, 06 December 2009 00:00 |
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Hanover Democratic Committee Bylaws ARTICLE 1 NAME AND AUTHORITY Section 1.1 The name of this Organization shall be known as the "Hanover County Democratic Committee", hereinafter referred to as the “County Committee”. Section 1.2 These Bylaws are adopted by the County Committee under the authority of the Virginia Democratic Party Plan (hereinafter referred to as the “Party Plan”) and endorse the principles contained in the Charter of the Democratic Party of the United States of America, bound always by the Constitution of the United States and the Constitution of the Commonwealth of Virginia. These Bylaws shall continue in effect, subject to amendment as provided in Section 13.1. Section 1.3 The County Committee shall have entire charge and full control of all Party matters arising throughout the County of Hanover as accorded to the County Committee under the Party Plan; the administrative duties of the County Committee shall be delegated and vested in the Executive Committee. Section 1.4 All activities of the County Committee, including mass meetings, primaries, conventions and fundraising, shall be conducted in accordance with the relevant provisions of the Party Plan. ARTICLE 2 PURPOSE Section 2.1 It shall be the responsibility of the County Committee as well as each officer and member thereof: a) To promote the Party Plan and Democratic principles within the County; b) To perfect the organization of the Democratic Party throughout the County; c) To actively participate in the nomination process; d) To do all within its power to aid in the election of the Democratic Party's nominees in all elections open to eligible voters in the County; e) To aggressively encourage the registration and voting by qualified residents of the County; f) To recruit and organize volunteers to create a democratic presence outside the polls and provide observers inside the polls in all general and special elections in the County in which there is a Democratic candidate. ARTICLE 3 ORGANIZATIONAL MEETING Section 3.1 The County Committee will hold an organization meeting to elect committee members for a two (2) year term. Section 3.2 Members of the County Committee will be elected by Democratic voters who attend the organizational meeting. Section 3.3 Each precinct shall be represented by at least one full voting member of the committee who shall be at the time of his or her election a resident of that precinct. Section 3.4 The organizational meeting will be held in odd numbered years in accordance with the rules defined in the Party Plan and the meeting information will be communicated to the State Party as required by the Party Plan. Section 3.5 The Executive Committee shall determine the time, place and manner of such election, the basis of representation of each precinct and/or magisterial district and the time, place and manner of filing declarations of candidacy for election to the County Committee. Section 3.6 The Executive Committee shall cause ample public notice of this organization meeting to be made in order that maximum participation of the Democratic voters may be encouraged. ARTICLE 4 MEMBERSHIP Section 4.1 The County Committee shall consist of those members elected by Democratic voters of Hanover County at the organization meeting and those members elected by the County Committee itself subsequent to such election by voters. Section 4.2 Eligibility for membership shall be open to any qualified voter registered to vote in the next general election in Hanover County and who believes in the principles of the Democratic Party. No person shall participate in any way in a primary election, a convention or a caucus who intends to support any candidate opposed to a Democratic nominee in the next general election or special election. Section 4.3 Those elected Democratic officials holding office in or from Virginia who reside in Hanover County, and elected members of the Democratic National Committee residing in Hanover County shall be voting ex officio members of the County Committee. Section 4.4 Members of the State Central Committee who are not otherwise members of the County Committee and who maintain their voting residence in Hanover County shall be voting, ex officio members of the County Committee. Section 4.5 All County Committee members must be current on their membership dues as determined by the Executive Committee in Section 6.4 to be in good standing. ARTICLE 5 OFFICERS AND DISTRICT CHAIRS Section 5.1 Immediately following the organizational meeting, a regular meeting of the County Committee shall be convened to elect the following officers for a term of two (2) years or until the officer's successor is elected: Chairperson, Vice-Chair for Outreach; Vice-Chair for Fund Raising; Vice-Chair for Technology; Treasurer; Corresponding Secretary, Recording Secretary and such other and additional officers as the County Committee shall deem necessary. Such election shall be by secret ballot except when a candidate is unopposed. Section 5.2 The Magisterial District Chairpersons shall be elected for a term to expire with the elected officers or until the Magisterial District Chairperson’s successor is elected. Vacancies shall be subject to the requirements of Section 5.6 and Section 6.3. Election shall be by secret ballot except when a candidate is unopposed. Section 5.3 The Chair shall be the chief executive officer of the County Committee and primary spokesperson to the public and the media. The Chair shall be an ex-officio member of all standing or special committees. The Chair shall vacate his or her committee seat upon election to county or state office, and that seat shall be declared vacant. Section 5.4 The Treasurer shall maintain the books of the HDC and conduct all routine accounting functions. The Treasurer will also work with the Finance Committee in the preparation of budgets and policies. Section 5.5 Vacancies in the offices shall be filled by election as soon as is practicable at a regularly scheduled meeting of the County Committee. Section 5.6 No person may hold office in the County Committee who is not a member of the County Committee and who does not reside within the political boundaries that the County Committee services. Any change in residency that places the officer outside these political boundaries or membership status shall result in a vacancy in that office. ARTICLE 6 EXECUTIVE COMMITTEE Section 6.1 There shall be an Executive Committee consisting of the elected officers of the County Committee, the immediate past chair of the County Committee if he or she resides in Hanover County, the Chairperson from each magisterial district in Hanover County and the county members on the State Central Committee. Section 6.2 The Chairperson of the County Committee shall be the Chair of the Executive Committee. Section 6.3 No person may serve on the Executive Committee who is not a member of the County Committee and who does not reside within the political boundaries that the County Committee services. Any change in residency that places that person outside these political boundaries or membership status shall result in a vacancy in that position. Section 6.4 Membership dues of the County Committee shall be determined by the Executive Committee. Section 6.5 The Executive Committee shall formulate and update a strategic plan and present it to the County Committee within six (6) months of the organizational meeting. Section 6.6 The Executive Committee shall have full responsibility for maintaining all of the administrative functions of the County Committee. Section 6.7 The Executive Committee shall exercise such authority as may be allocated to it from time to time by the County Committee and shall have full authority to act on behalf of the County Committee on matters arising between meetings of the County Committee; provided, however, that the Executive Committee may not amend the Bylaws of the County Committee or elect members to the County Committee. Section 6.8 All actions taken by the Executive Committee shall be required to have the approval of a simple majority of the Executive Committee present subject to the quorum requirements in Section 10.4. Section 6.9 The Executive Committee shall report back to the County Committee all votes taken at an Executive Meeting. ARTICLE 7 REMOVAL Section 7.1 The Executive Committee may remove from both office and membership any person found guilty of neglect of any duty imposed upon him or her or of any action construed to be opposed to the objectives of the County Committee. Such action shall not be taken without at least ten (10) days written notice to the accused member and an opportunity for him or her to refute such charges in a hearing before a subcommittee of the County Committee. ARTICLE 8 COMMITTEES Section 8.1 The Executive Committee shall appoint from the membership of the County Committee such standing committees as the Executive Committee deems appropriate and such special committees or individual appointments as the Executive Committee deems appropriate. Section 8.2 The Executive Committee shall appoint a Standing Committee of Finance. The Treasurer may be a member of the Finance Committee, but may not chair the committee. The duties of the Finance Committee are to: a) formulate financial policies and procedures for approval by the Executive Committee; b) ensure that financial policies are implemented; c) prepare an annual budget and revisions as needed for approval by the Executive Committee; d) ensure that County Committee finances are conducted in conformance with generally accepted accounting principles; e) ensure that County Committee accounts are reconciled at least quarterly; f) perform an annual internal audit of the County Committee’s books; g) to preserve separation of functions, the Treasurer shall recuse himself/herself from all oversight of County Committee financial operations the Treasurer performs. Section 8.3 The Vice-Chair of Community Outreach shall chair a Standing Committee for Outreach comprising the Magisterial District Chairpersons. The duties of the Outreach Committee are to: a) formulate outreach plans, policies and procedures for approval by the Executive Committee; b) conduct outreach operations to broaden community participation in Democratic activities and support Democratic candidates; c) seek volunteers to fill vacancies on state and local boards and commissions; d) maintain liaison with various community groups. Section 8.4 The Executive Committee shall appoint a Standing Committee for Fund Raising. The Vice-Chair of Fund Raising shall chair the Fund Raising Committee. The duties of the Fund Raising Committee are to: a) formulate plans, policies and procedures for raising funds for the County Committee for approval by the Executive Committee; b) raise funds for the County Committee. Section 8.5 The Executive Committee shall appoint a Standing Committee for Technology. The Vice-Chair of Technology shall chair the Technology Committee. The duties of the Technology Committee are to: a) formulate plans, policies and procedures for all technology services for approval by the Executive Committee; b) maintain the web site and membership database; c) administration of other technology services as needed. ARTICLE 9 MEETINGS Section 9.1 There shall be at least four scheduled regular meetings during each year. Section 9.2 Special Meetings may be called in accordance with the Party Plan. Section 9.3 Notice of all regular and special meetings shall be provided to all County Committee members. Section 9.4 All meetings of the County Committee shall be public. ARTICLE 10 QUORUM AND VOTING Section 10.1 All resolutions will be adopted by a majority of those present at any meeting subject to the quorum requirements. Section 10.2 The use of proxies is prohibited. Section 10.3 The presence of thirty percent (30%) of the members of the County Committee shall constitute a quorum for the conduct of business at any County Committee meeting. Section 10.4 The presence of fifty percent (50%) of the members of the Executive Committee shall constitute a quorum for the conduct of business at any Executive Committee meeting. ARTICLE 11 INSPECTION OF RECORDS Section 11.1 Any member of the County Committee may request to inspect the records of the County Committee at a reasonable time upon reasonable notice to the custodian of those records. The records available for inspection are: a) minutes of meetings of the County Committee and Executive Committee; b) records and statements of the financial affairs of the County Committee; c) roster of the names of current members of the County Committee; d) bylaws of the County Committee. ARTICLE 12 RULES Section 12.1 The rules governing the County and Executive Committees shall be the current edition of Robert’s Rules of Order, in all cases that those rules are applicable and do not conflict with these Bylaws, the Party Plan and the Code of Virginia. ARTICLE 13 AMENDMENTS Section 13.1 These Bylaws may be amended by a majority vote at any meeting of the County Committee at which a quorum is present, provided the members of the County Committee are notified of the proposed changes at least seven (7) days in advance of such meeting. ARTICLE 14 NOTICES Section 14.1 All notices shall be publicized fully and in such manner as to assure timely notice (at least seven (7) days before any meeting date) to all interested persons. Notice may be given through electronic mail, paid advertisements, press releases, web site notice or other reasonable method. HDC Bylaws adopted unanimously by the full committee on December 5, 2009. |