DISTRICT 19 DEMOCRATIC CLUB BYLAWS
(as amended 6/2/03, 10/27/03 & 1/6/08, also 10/7/2014)
ARTICLE I – NAME AND PURPOSE
Section 1. The name of this organization shall be the District 19 Democratic Club (hereinafter, “Club”).
Section 2. The purpose of the District 19 Democratic Club is to implement policies and programs which will promote the vitality and effectiveness of the Montgomery County Democratic Party. As Democrats, we stand in the proud traditions of those Democratic leaders who have sought to ensure equal opportunity and social justice for all Americans. We believe in building an economy that provides jobs and security for all. We believe in an America where every person can obtain adequate housing, put food on the table and get a decent education. We want to live in an America where every American has access to affordable health care and where our senior citizens have reasonable financial security. We seek a society free from crime and violence. We cherish our rights and freedoms and seek to protect them always. We strive to exercise responsible stewardship over our environment. We want our country to continue the progress it has made towards achieving equal justice under the law. We believe the Democratic Party best embodies the hopes and aspirations of our citizens on the local, state and national levels.
Specifically, the Club:
A. Promotes active and informed participation of District 19 Democrats
B. Serves as an informational and educational group for the 19th Legislative District
C. Takes positions on issues and referenda and makes the Club’s recommendations known to public officials, District 19 residents and others.
D. Works primarily within Montgomery County, particularly in the 19th Legislative District, for the election of nominated Democrats. The Club shall not endorse candidates in primary elections.
ARTICLE II – MEMBERSHIP
Section 1. Voting membership in the Club shall be open to all registered Democrats who live in the 19th Legislative District and who shall have paid dues as provided herein.
Section 2. Adjunct membership (non-voting) shall be open to all interested Democrats not covered by Article II, § 1 and who shall have paid dues as provided herein.
ARTICLE III – DUES
The annual dues for Voting Members shall be $15 effective June 1, 2008. The
annual dues for Adjunct Members shall be $10. Registered Democrats 18 years of age and
younger who live in District 19 may pay $5 per year for voting membership. Dues shall be
renewed as of June 1 of each year.
ARTICLE IV – EXECUTIVE BOARD
Section 1. The Executive Board of the Club shall consist of a President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Historian/Archivist, Communications Officer, Parliamentarian, Treasurer, Five Members At-Large, and an Immediate Past President who will serve in an ex-officio capacity. At least one member of the Executive Board shall be a Democrat between the ages of 15 and 24. All Executive Board members shall be current dues-payers. No publicly elected government official or Central Committee member is eligible to serve on the Executive Board.
Section 2. The President shall: be the Chief Executive Officer of the Club; preside at all meetings of the Club and the Executive Board; appoint all committee chairpersons; call all meetings of the Club and of the Executive Board; and be an ex-officio member of all committees of the Club, except the Nominating Committee.
Section 3. The First Vice President shall perform the duties of the President in his/her absence and succeed to the office of the President in the event of a vacancy in that office.
Section 4. The Second Vice President shall be delegated executive responsibilities at the discretion of the President and the Executive Board, and shall succeed to the office of the First Vice President in the event of a vacancy in that office.
Section 5. The Recording Secretary shall record, edit, and preserve the minutes of the regular and special meetings of the Club and of the Executive Board and shall have the bylaws available at each meeting. He/she shall have available a current roster of members, take attendance and assume responsibility for the accuracy of the minutes even if another officer or member takes them. He/she shall perform such other duties as designated by the President. The Recording Secretary shall maintain a record of various committees and shall bring copies of the Bylaws to business meetings. He/she shall serve as Secretary of the Bylaws Committee, and as a member of the Finance Committee.
Section 6. The Correspondence Secretary shall maintain a file of all correspondence, read and answer correspondence as directed by the Board, have available an updated computer database of members, and notify members of regular and special meetings. He/she will have available an active updated roster at each meeting of the Club. The Correspondence Secretary shall serve as a member of the Finance and the Membership Committees.
Section 7. The Treasurer shall receive all funds from the Financial Secretary and request disbursement of funds through our sub-account which is maintained by the Treasurer of the Montgomery County Democratic Central Committee. (Removed October 7, 2014) Vouchers signed by the Treasurer or the President shall be authorization for payment of all Club bills. The Treasurer of MCDCC (Removed October 7, 2014) shall make all disbursements by check upon proper authorization of bills and receipts. The Club Treasurer shall reconcile bank statements, and prepare monthly Club financial reports of the financial status of the Club which include the balance on hand at the beginning of each month, the income received and source, the expenditures made and the balance on hand on the date of the report. These reports of expenditures and revenues shall be provided to the Executive Board as prepared and to Club members upon request. A Finance Committee is hereby established. The Treasurer shall chair the Finance Committee.
Section 8. The Financial Secretary shall collect and record all funds received in the name of the Club from dues, funds collected for special projects, contributions, etc., and give proper receipts for same. He/she shall prepare a monthly report of all funds received. He/she shall transfer all funds received to the Treasurer with covering statement indicating the source of the funds. For payment of all Club bills, the President and Treasurer shall sign all vouchers authorizing withdrawals of Club funds.
Section 9. The Historian shall compile a record of events and activities of the District 19 Democratic Club taking place during his/her term of office. He/she shall be the custodian of the Club’s records of previous events and activities. The Historian builds an awareness and habit among Club members of collecting and preserving relevant documentation of the Club’s initiatives. He/she shall serve as chairperson of the Archives Committee and serve on the Communications Committee.
Section 10. The Communications Officer shall publicize the activities of the Club in the Newsletter of the Montgomery County Democratic Central Committee, the Club’s Newsletter and other suitable media, and establish a rapport with the local media. He/she shall be responsible for ensuring the photographing of all Club activities. He/she shall consult with committee Chairpersons, when requested, regarding publicizing particular activities or events. He/she shall conduct appropriate public relations workshops for the Club as needed. He/she shall serve as chairperson of the Communications Committee and set up a monthly calendar of events. The historian shall be a member of this Committee.
Section 11. The Parliamentarian shall be appointed by the President and shall assist the presiding officer in interpretation of the Bylaws of the District 19 Democratic Club, the Montgomery County Democratic Central Committee, and Robert’s Rules of Order, Newly Revised. He/she shall serve as Chairperson of the Bylaws Committee.
Section 12. The Members-At-Large (4 Regular and 1 young/student) shall serve as a liaison between members of the Club and the Executive Board. Each Member-At-Large shall be assigned general and specific designated functions as may be determined by the President in concert with the Board. The Young/Student Member-At-Large shall serve as liaison between his/her peers of the Club and others that he/she may recruit as members.
Section 13. The Executive Board shall call meetings, plan agendas and programs, establish policies and carry out all activities concerned with proper functioning of the Club. Within 60 days of taking office, the Executive Board shall prepare a budget of expenditures based on projected dues and other revenues. The membership may also direct the Executive Board to carry out such activities as it deems fit.
Section 14. The Executive Board shall meet monthly during the Club year (meetings are not scheduled during the summer unless special circumstances exist) and the times, dates and location for these meetings will be reflected in the Standing Rules. A quorum for the transaction of business shall be a majority of its members.
Section 15. A member of the Board may be removed from the Board for violation of the Board’s policy on attendance at Board meetings and Club events by a two-third vote of the full board, provided such vote is taken after the midway point of the Board member’s term of office and after affording the Board member reasonable opportunity to present his or her views to the Board in person. The Executive Board’s attendance policy will be available as a section of the Standing Rules.
ARTICLE V – MEMBERSHIP MEETINGS
Section 1. The Club shall endeavor to hold at least four general membership meetings or functions annually. The Executive Board may call additional meetings of the membership. All meetings shall be scheduled with every effort being made to avoid Friday nights, Saturdays during daylight hours, Sunday mornings and all religious holidays.
Section 2. A quorum for the transaction of business during General Membership Meetings shall be 20 members, including the President and a Vice President.
Section 3. A written notice and agenda of each meeting shall be mailed to all members no less than 14 days prior to the meeting. The agenda and the notice will also be posted on the Club’s website.
ARTICLE VI – ELECTIONS
Section 1. A person who is voting, at the election meeting, must be a Voting Member on the date that is at least thirty (30) days prior to the Biennial Election Meeting and have attended at least one General Membership Meeting if he/she is a new member (having joined the Club during the preceding 12 months) and have paid dues for the year in which the election takes place).
Section 2. All officers and at-large members of the Executive Board shall be elected at a general membership meeting which shall be held between May 15 and June 15 of each biennial election year or at another time necessary to accommodate extenuating circumstances.
Section 3. At least 60 days prior to the Biennial Meeting, the Executive Board shall appoint a Nominating Committee of at least 5 members who have not announced their candidacy for the Board at the time of their appointment to the Nominating Committee.
Section 4. No later than 14 days prior to the Biennial Election Meeting, written notification of the nominations shall be sent to the general membership. The Nominating Committee shall endeavor to ensure that there is at least one candidate for each Board position to be filled at the Biennial Election Meeting. The notice of the Biennial Election Meeting sent to members and ballot forms shall identify, in alphabetical order, all known Board candidates. Nominations may then be made from the floor, with the prior and written consent of the nominee, if not present, for any office until the voting for each office actually takes place. Elections shall be held by secret ballot. There shall be no Proxy Voting in the Club.
Section 5. The person receiving the largest number of votes for each position will be elected. In the case of a tie between candidates in a race involving more than two candidates, a run-off will be held between the top two vote recipients at the Biennial Election Meeting.
Section 6. A vacancy in any position of the Executive Board other than President or First Vice President shall be filled by a majority vote of the remaining members of the Executive Board.
Section 7. The term of office of the Executive Board shall be two years (Adopted 6/9/02) or until qualified successors are elected.
Section 8. There shall be no proxy voting in the Club.
ARTICLE VII – COMMITTEES
Section1. The Standing Committees of the District 19 Democratic Club shall be Membership, Program, Party Support, Legislation and Policy, Fundraising, Finance, Communications Committee, Nominating, Bylaws and Archives.
Section 2. The President shall appoint chairpersons of Standing Committees and such special and supplementary committees as necessary for the efficient functioning of the Club. This excuses those committees set forth in Article VI. The term of office for Standing Committee chairpersons shall coincide with the term of officers of the District 19 Democratic Club’s President. The terms of office for special and supplementary committees shall also coincide with the term of the officers of the District 19 Democratic Club’s President or shall be shorter as the committee’s function dictates. If the appointed chair of any committee becomes vacant, the President shall fill the position by appointment.
Section 3. The Membership Committee shall consist of five members. It shall work to maintain and increase the active and diverse membership of the Club. The committee shall reach out and increase young members in the Club and other Multicultural/targeted Democratic organizations in District 19. It shall verify the credentials of prospective members. The Membership Committee shall be responsible for acts of courtesy and amenities, which will be reflected in the Standing Rules, according to the guidelines established by the Committee subject to approval by the Club. The Committee shall provide each member a copy of the Club’s Bylaws, Standing Rules, other pertinent documents of the Club and a welcome letter. The Corresponding Secretary shall be a member of this Committee.
Section 4. The Program Committee shall consist of five members appointed by the President. The committee will develop programs, activities, and events consistent with the concepts of the District 19 Democratic Club as outlined in the purpose section of these Bylaws. It shall develop, implement and direct educational programs and events planned by the Club, including arrangements and scheduling, liaison with speakers and preparation and coordination of logistics. Members of the Program Committee, as designated by the President, shall represent the District 19 Democratic Club in affiliated organizations and others in which the Club shall vote to hold membership.
Section 5. The Legislation and Policy Committee shall consist of three members as appointed by the President. The Committee shall mobilize members to act through strategies such as letter-writing campaigns, monitoring legislation, proposing legislation, voicing concerns to elected officials, taking positions on issues/legislation, preparing letters to editors and television blitzes generally in response to issues of local, national or global scope.
Section 6. The Party Support Committee shall consist of five members designated by the Executive Board. The Committee shall support the general work of the Montgomery County Democratic Central Committee by coordinating the Club’s voter registration efforts, providing general election support, supporting major fundraising events, and other local party efforts.
Section 7. The Fundraising Committee shall be chaired by a member of the Executive Board, as designated by the President, to plan and develop strategies and events for raising revenues to operate the District 19 Democratic Club. Any plans to raise revenue will be subject to the approval of the Executive Board and the membership prior to its implementation.
Section 8. The Finance Committee shall prepare an annual budget and present it to the general membership of the Club at its annual June meeting for adoption. It shall supervise banking and investment of the Club’s funds. It shall perform other fiscal duties usually associated with this type of committee or assigned by the Club. The Treasurer shall be the Chairperson of the Finance Committee and the Financial Secretary shall serve as the Co-Chairperson. The Recording Secretary and the Corresponding Secretary shall be members of the Committee.
Section 9. The Communications Committee shall establish and maintain a suitable rapport with appropriate Party information channels and the local media to inform them about the activities and accomplishments of the Club and set a monthly calendar of events. The Communications Committee shall work closely with the Editor of the Club’s Newsletter and its Webmaster.
Section 10. The Nominating Committee shall consist of five members appointed by the Executive Board at least sixty (60) days prior to the Biennial Election Meeting. Members will be individuals who have not announced their candidacies for the Board at the time of their appointment to the Nominating Committee. The Nominating Committee shall endeavor to ensure that there is at least one candidate for each Board position to be filled at the Biennial Election Meeting. It shall ensure that appropriate notice of the Biennial Election Meeting is sent to the membership and that all ballot forms identify, in alphabetical order, all known Board Candidates.
Section 11. The Bylaws Committee shall consist of three members designated by the Executive Board, in addition to the Parliamentarian. It shall be the duty of the Bylaws Committee to draft revisions or amendments of the Club’s Bylaws when the membership or the requirements of other echelons of the Party necessitate changes. It shall be the duty of the Bylaws Committee to draft revisions or amendments of the Club Standing Rules when required. The Recording Secretary shall serve on this Committee and the Parliamentarian shall serve as Chairperson of this Committee.
Section 12. The Archives Committee shall consist of three members appointed by the President to collect, maintain, and preserve the Club’s historical and ceremonial materials, including but not limited to records of the Club’s previous events and activities. The committee shall develop policies and procedures for the collection and use of materials by members and non-members of the Club. The Historian shall serve as Chairperson of this Committee.
ARTICLE VIII – RULES OF PROCEDURE
The most recent edition of Robert’s Rules of Order shall be the parliamentary guide when not in
conflict with specific provisions of these Bylaws.
ARTICLE IX – AMENDMENTS
Section 1. A. Proposed amendments to these Bylaws must receive a 2/3 vote of the
Executive Board which, upon such vote, will present the proposed amendment to the members in writing within 30 days of the next regular meeting.
B. Alternatively, Voting Members may propose amendments to the Bylaws
in writing and must ask the President to mail the proposed amendment(s) to the membership 30 days before the Biennial Election Meeting.
Section 2. The amendments so proposed may be adopted by a 2/3 vote of the Voting Members present at the meeting with a quorum being present.
ARTICLE X – ADOPTION OF BYLAWS
After a 2/3 vote of the Executive Board to approve these Bylaws, the membership shall receive a written copy of the Bylaws along with notice of the next regular meeting at which the membership can vote to adopt these Bylaws by majority vote, with a quorum being present. The notice shall be at least 30 days prior to the next regular meeting.