Potter Randall Democratic Club

BYLAWS OF POTTER-RANDALL DEMOCRATIC CLUB

 

ARTICLE I

NAME – PURPOSE – OPERATING YEAR

 

SECTION 1.   NAME:         

 

The name of this organization shall be the Potter-Randall Democratic Club.

 

SECTION 2.   PURPOSE:

 

The purpose of this organization is to serve as a Political Action Committee (PAC) and to strengthen and expand the Democratic Party in Potter and Randall Counties. The law defines any group which raises and spends money to influence elections as a Political Action Committee. The organization must comply with the law as set forth by the Texas Ethics Commission and the Federal Election Commission.

 

SECTION 3.  OPERATING YEAR:

 

The Club hereby adopts a calendar year beginning January 1st and ending December 31st of the same year.

ARTICLE II

MEMBERSHIP

 

SECTION 1.  ELIGIBILITY:

 

Any person who agrees to support the principles of the Democratic Party, to work for the election of Democratic Party candidates, and to abide by the Bylaws of this Club and pay the dues required for membership shall be received as a member in good standing.

 

SECTION 2.   DUES:

 

(A)              The annual dues of this Club shall be $25.00 per year per individual or $40.00

per year per couple.

 

            (B)       Members making an annual contribution of at least $50.00 will be recognized as                                    Sustaining Members.

 

            (C)       Members making a onetime contribution of at least $500.00 will be recognized as                                  Lifetime Sustaining Members and are exempt from payment of annual dues.

 

(D)       Dues are payable on an annual year basis and should be paid on or before the opening of the January meeting and shall be considered delinquent if not paid.

            An individual may join by paying the dues prior to the start of any meeting but the dues shall only be good through the end of the fiscal club year in December.

SECTION 3.   PAYMENT OF DUES AND DONATIONS:

 

All dues and donations should be made payable to the Potter-Randall Democratic Club and forwarded to the Treasurer by mail to PO Box 32032, Amarillo, TX 79120 or paid directly at a Club function or meeting. Dues must be paid prior to the start of any meeting for that person to make motions, vote or be nominated, appointed or elected to an office or committee at that meeting.

 

SECTION 4.   MEMBERS IN GOOD STANDING:

 

If dues are paid as specified above, members shall be considered in good standing. If dues are not current, members shall not hold office, serve on committees, or have voice and vote.

 

ARTICLE III

ELECTION OF OFFICERS

 

SECTION 1.   OFFICERS:

 

The officers of this Club shall be President, First Vice-President, Second Vice-President, Third Vice-President, Secretary, and Treasurer.

 

SECTION 2.   ELIGIBILITY:

 

Except as provided in ARTICLE III, SECTION 6 and ARTICLE IV, SECTION 4, any eligible Active Member who has been a member for one fiscal year shall be eligible to serve as an Officer. A Democratic Party County Chair may not serve as an Officer of the Club while serving as a Democratic Party County Chair but may serve on or chair a Special Committee.

 

SECTION 3.  TERM:

 

The term of office shall be two years. Officers shall not serve more than two consecutive terms in the same office.

 

SECTION 4.   ELECTION:

 

(A)       Elections shall be held biannually on even-numbered years.  At the October meeting, the nomination committee shall report their recommendations and the floor shall be made open for additional nominees with the nominee’s approval and a ballot will be prepared for the November meeting.

 

(B)       Officers shall be elected by a majority vote at a full-quorum November meeting.  If there is more than one nominee, elections shall be held by ballot.  Unopposed candidates shall be ratified by a voice vote.

 

            (C)       Officers shall transition their records and duties upon election, prior to installation                       at the December meeting.

SECTION 5.   INSTALLATION:

 

Newly installed officers shall assume their duties immediately upon adjournment of the December meeting. Installation shall be conducted at the annual December meeting.

 

SECTION 6.   VACANCIES:

 

The President shall declare an office vacant immediately following any resignation. If an Officer fails to perform the duties of office, fails to attend three consecutive Executive Board meetings, or fails to maintain active membership, the office shall be declared vacant. Vacancies shall be filled with an appointment by the President and approval of the Executive Board and ratified by members in good standing at the next regular meeting. In the absence of the President, the First Vice-President will carry out the duties of the President as described in this section.

 

ARTICLE IV

DUTIES OF OFFICERS

 

It will be the duty of the officers of the club by authority directed upon them by election to manage, enforce, and direct the application of these bylaws and to invest and extend property and monies of the club.   Additionally, officers are levied with the responsibility to meet all requirement obligations, file reports, track expenses and contributions, and retain all necessary records as required by these bylaws, regulations, and Federal and State election laws.  In conformity with the obligation of all Club members, the Officers are charged with a directive to solicit participation by generous financial contributors to aide in the continued financial stability of the Club and the operation of the headquarters.

 

SECTION 1.   PRESIDENT:

 

The President shall preside at all meetings of the Club, sign documents, and appoint all Committee Chairs, except as otherwise provided herein. The President shall appoint a Parliamentarian to guide the Club on parliamentary procedures and issues. All appointments made by the President shall be subject to approval of the Executive Board. The President shall perform all other duties necessary for the operation of the Club.

 

SECTION 2.   FIRST VICE-PRESIDENT:

 

The First Vice-President shall preside at all meetings in the absence of the President, or at the request of the President.  The First Vice-President shall also Chair the Membership Committee, Telephone Committee, and provide the Treasurer and Telephone Committee with an accurate list of the membership.

 

SECTION 3.   SECOND VICE-PRESIDENT:

 

 The Second Vice-President shall preside at all meetings in the absence of the President and the First Vice-President, or at their request. The Second Vice-President shall Chair the Program Committee and the Publicity Committee.

SECTION 4.   THIRD VICE-PRESIDENT:

 

The Third Vice-President shall preside at all meetings in the absence of the President, First Vice-President, and Second Vice-President or at their request. The Third Vice-President shall Chair the Headquarters Committee and co-Chair the Nominations Committee. The Third Vice-President shall be elected by the Headquarters Committee and preside over the operation of the headquarters, be responsible for reporting to the Executive Board and the Club, and provide an itemized list of contributions and expenditures to the Executive Board.

 

 

SECTION 5.   SECRETARY:

 

The Secretary shall keep a written record of business conducted which shall include the minutes of all Club and Executive Board meetings and Club Bylaws.  The records will be available for review upon request and copies provided at a reasonable fee.  The Secretary will also Chair the Historical Committee.

 

SECTION 6.   TREASURER:

 

The Treasurer shall receive all monies paid into the Club and Headquarters and make an itemized report at the monthly meeting of all money received and expended. The Treasurer shall file all State and Federal reports, as required by law. All disbursements must be approved and co-signed by two Officers.  No check will be signed in the blank. The Treasurer shall provide an accurate list of the membership dues received at each Club meeting with pertinent member names and contact information and submit a timely copy of the list to the Membership Chair, Telephone Committee, or any Officer or Committee Chair upon request.

 

SECTION 7.   IMMEDIATE PAST PRESIDENT:

 

The Immediate Past President shall be an ex-officio member of the Executive Board and co-Chair of the nominations committee.

 

ARTICLE V

EXECUTIVE BOARD

 

SECTION 1.   MEMBERS:

 

The Executive Board shall consist of the Elected Officers, the Parliamentarian, the Chairs of all Structure Committees, the Senate District Committee Woman/Man, the Democratic Chairs of Potter and Randall counties, if members in good standing and the Immediate Past President as an ex-officio member. All officers must be notified and are responsible to attend the Club and Executive Board meetings and make duty reports to the applicable officers.

 

SECTION 2.  QUORUM:

 

A quorum shall consist of more than half of the Executive Board Members.

 

SECTION 3.  MEETINGS:

 

An Executive Board meeting should occur monthly, however, it must convene at least once every three months.  The date, time and place are to be determined by the Executive Board or the President.

 

SECTION 4.  SPECIAL MEETINGS:

 

Special Meetings may be called by the President or by a signed, written petition of a quorum of the Executive Board.  Notice of Special Meetings shall be mailed to the Executive Board Members at least 10 days prior to the Special Meeting. The notification shall state the business proposed to be transacted at such Special Meeting. No other business, other than that specified in such notice, shall be transacted at such special Meeting.

 

NOTE:            Special Functions that do not conduct Executive Board business are not bound by the provisions above.

 

ARTICLE VI

ADVISORY BOARD

 

SECTION 1.   MEMBERS:

 

(A)              The Advisory Board shall consist of the Chairs of Special Committees.

 

            (B)       The Advisory Board shall further consist of Leaders and/or Representatives of                           other Democratic Clubs, organizations, campaigns or committees that the                                           Executive Board deems beneficial or necessary.

 

SECTION 2.  PURPOSE:

 

The Advisory Board’s purpose shall be to provide advice, information, communication, coordination of activities, utilization and conservation of resources for the benefit and promotion of the Democratic Party at the direction of the Executive Board.

 

SECTION 3.  NOTIFICATION:

 

The Advisory Board shall receive notification to attend all meetings of the Executive Board and the Membership and shall have voice but no vote at the Executive Board meetings.

 

 

 

 

 

 

 

ARTICLE VII

CLUB MEETINGS

 

SECTION 1.   REGULAR MEETINGS:

 

The Club shall have Regular Meetings on the fourth Monday of the month, unless otherwise specified by the Executive Board or the President.

 

SECTION 2.   SPECIAL MEETINGS:

 

Special Meetings may be called by the President or by a signed written petition of a quorum of the Executive Board. Notice of Special Meetings shall be mailed to all Members at least 10 days prior to the Special Meetings. The notification shall state the business proposed to be transacted at such Special Meeting. No other business, other than that specified in such notice, shall be transacted at such special Meeting.

 

NOTE:            Special Functions that do not conduct Club business are not bound by the provisions above.

 

SECTION 3.   ANNUAL MEETING:

 

The Annual Meeting shall be held in December at a time and place determined by the Hospitality/Events Committee and approved by the Executive Board.

 

SECTION 4.  QUORUM:

 

Twenty Active dues paid Members, including a minimum of 3 Officers, present at any Regular, Special or Annual Meeting shall constitute a quorum. Only current dues paid members will have voice and may vote on any issue on the floor at any meeting as evidenced by presentation of their membership badges and shall be counted as meeting the quorum requirement.

 

ARTICLE VIII

STRUCTURE COMMITTEES

 

SECTION 1.   MEMBERSHIP COMMITTEE:

 

This Committee shall actively seek and welcome new members.  This committee is responsible for maintaining a list of the membership, providing membership badges, for printing and distributing the Club Yearbook during odd-numbered years at the Annual Meeting.  The Membership Committee is chaired by the First Vice President.

 

SECTION 2.   PROGRAM COMMITTEE:

 

This Committee shall plan and make arrangements for programs, subject to approval of the Executive Board.  The Program Committee is chaired by the Second Vice President.

SECTION 3.   HEADQUARTERS COMMITTEE: 

 

The Headquarters Committee shall be a structured extension of the Club which operates autonomously under its own bylaws with independently elected officers.  The Headquarters Committee shall have a separate operating account, shall draft its own budget, and be responsible for all expenditures and reporting of its actions, expenditures and received funds to the Club Executive Board.  The Headquarters Committee is chaired by the Third Vice President.

 

SECTION 4.   PUBLICITY COMMITTEE:

 

This Committee is responsible for contacting the media concerning special projects and programs, fund-raising activities and any other business of the Club to the Executive Board. The Publicity Committee is chaired by the Second Vice President.

 

SECTION 5.   NOMINATIONS COMMITTEE:

 

            (A)       This five member Committee is responsible for selecting and interviewing                                               members to serve as Officers. Prior to placing any Member’s name in nomination,                     the Committee must explain the duties of the office and obtain the Member’s                                     permission.

 

            (B)       The Third Vice-President and Immediate Past President serve as co-Chairs of this                                 Committee.  The Membership shall elect the three other members of this                                                Committee.

 

SECTION 6.   BYLAWS COMMITTEE:

 

This Committee shall bring to the Executive Board recommendations for changes to the Bylaws. At the direction of the President, or upon the request of a majority of the Executive Board, this Committee shall submit such recommendations to the Membership for a vote, as provided in Article XIII.

 

SECTION 7.   TELEPHONE COMMITTEE:

 

This committee is responsible for telephoning Club Members regarding activities of the Club and of Democratic Party Candidates and/or Office Holders, at the request of the Executive Board. The Chair of this committee will be the First Vice President.

 

SECTION 8.   COMMITTEES:

 

 Members of the committees shall be appointed by their respective Chairs, except as provided in Article VIII, Section 5, and shall be subject to removal by action of the Executive Board upon recommendation of the Committee Chair.  Committee Chairs shall be responsible for presenting budgets for the upcoming fiscal year to the Executive Board at the annual meeting, and the President shall present the budget requests for Member approval.

ARTICLE IX

SPECIAL COMMITTEES

 

SECTION 1.   HOSPITALITY/EVENTS COMMITTEE:

 

This Committee shall be the official host of the Club. The duties include hosting receptions, political rallies, etc. Further, this committee will provide refreshments at Regular Meetings and report to the Executive Board. The Chair of this committee will be appointed by the President.  This Committee shall call upon the General Membership, when needed, for assistance.

 

SECTION 2.  HISTORICAL COMMITTEE:

 

This Committee is responsible for compiling in a scrapbook, or other suitable manner, all records of historical value such as programs, newspapers, clippings, awards, and citations.  The Historical Committee is chaired by the Secretary. 

 

SECTION 3.  AUDITING COMMITTEE:

 

This Committee will consist of 3 members, not authorized to sign checks, who will be appointed as necessary by the President.  The Committee shall perform an audit annually during the first quarter of the following year.  The Committee will present a report to the Executive Board at the March meeting.  Additionally, an audit shall be performed at any change in the office of the Treasurer or at the written request of a majority of the Executive Board.  The President shall report the Committee findings to the club.

 

SECTION 4.   FUND RAISING COMMITTEE:

 

This Committee shall be responsible for fund-raising activities of the Club. Fund-raising activities must be approved by the Executive Board. Fund-raising is the responsibility of the entire active membership.

 

SECTION 5.   LEGISLATIVE AFFAIRS COMMITTEE:

 

This Committee is responsible for keeping the Club informed of State, National and local legislative matters.

 

SECTION 6.   PLATFORM COMMITTEE:

 

This Committee is responsible for making platform proposals to Platform Committees at the County and State Democratic Conventions.  The Platform Committee is responsible for keeping the Club apprised of the Party’s platform, accepting recommendations and making platform proposals.  Proposals will be voted on and approved by a quorum of the general membership of the Club.

 

 

 

SECTION 7.   OTHER COMMITTEES:

 

With the approval of the Executive Board, the President may name such other Special Committees and appoint the chair or members of said committees as he/she may deem necessary or beneficial to the interests of the Club.

 

ARTICLE X

POLITICAL CAMPAIGNS AND ELECTIONS

 

SECTION 1.   THE CLUB:

 

All activities of the Club, in relation to political campaigns and elections, shall adhere to the following:

 

            (A)       The Club shall be impartial with all Democratic Candidates during their                                      campaigns in the Democratic Primary.

 

            (B)       The Club shall unfailingly support the nominees selected in the Democratic                                 Primary.

 

SECTION 2.   THE MEMBERS:

 

In the Democratic Primary, each individual Member is encouraged to actively support the candidate of his/her choice. In the General Election, Members are encouraged to actively participate in and support the campaigns of the Democratic Party Nominees.

 

SECTION 3.   CASH DONATIONS:

 

(A)       The Club shall not accept funds designated for a particular candidate.  Contributions to an individual candidate will not be made without a 2/3 majority approval of the Membership at any meeting.

 

ARTICLE XI

CORPUS

 

SECTION 1.  THE ACCOUNT:

 

The Club will maintain a Corpus Account separate from other Club funds. Each year the Club’s Corpus shall be increased by a minimum of 10% of total annual net income.

 

SECTION 2.   WITHDRAWALS:

 

Funds held in the Corpus Account will not be withdrawn or otherwise diminished, except for a specific purpose, with a 2/3 majority approval of a Membership quorum at any Regular or Special Meeting.

ARTICLE XII

GOVERNING RULES

 

SECTION 1.   ROBERT’S RULES OF ORDER; NEWLY REVISED:  

 

Robert’s Rules shall govern the Club in all cases in which they are applicable and in which they do not conflict with State Democratic Party Bylaws or the Club’s Bylaws.

 

SECTION 2.   STANDING RULES:

 

Unless otherwise specified by the President, the order of business at each meeting shall be:

 

Call to Order

Roll Call of Officers

Verification of a quorum to conduct business

Reading and disposal of Minutes of Record

Treasurer’s Report

Committee Reports

Reading of Important Communications

Unfinished Business

New Business

Election and Installation of Officers as needed

Announcements

Projected Schedules/Events

Adjournment

 

Speakers or programs may precede or follow the business meeting.

 

The President may appoint a Sergeant-at-Arms.

The President or his designee in charge of conducting the formal meeting may designate methods of determining voting membership from guests at any meeting. The President or his designee will establish an agenda for each meeting and may revise the order of the agenda itinerary as necessary to promote expeditious conduction of the meetings.  Only current dues paid members shall have voice and may vote on any issue on the floor as evidenced by their membership badges.  The Chair may elect to recognize guests to speak on, explain or clarify any topic on the floor but shall not permit other than dues paid members the right to make or amend motions or vote on an issue.

ARTICLE XIII

AMENDMENT AND REVISION

 

SECTION 1.   AMENDMENTS:

 

The Bylaws may be amended by a 2/3 vote of a quorum at any regular or special meeting, provided that notice of any proposed amendments or revision is submitted at the previous meeting.

SECTION 2.   REVISION:

 

The Bylaws may be completely revised at any regular or special meeting provided that:

 

            (A)       Notice of revision is given at the previous meeting with a 2/3 vote of the approval                                   being obtained.

 

            (B)       Notice of the meeting at which the revision is to be enacted is mailed to the                                Membership at least 10 days prior to said meeting.

 

            (C)       The Separate Articles must received a 2/3 vote of approval, and the complete                           revised Bylaws must receive a majority vote of approval.

 

SECTION 3.   AVAILABILITY:

 

Should the Bylaws at any time be amended or revised, the Executive Board shall cause a copy of the new Bylaws to be available to the Membership at the next Regular Meeting.

 

THE BYLAWS HEREIN SET FORTH CONSITITUTE A COMPLETE EXPRESSION OF ALL FORMER BYLAWS AND REVISIONS THEREOF, HERETOFORE ADOPTED PRIOR TO MARCH 27, 1995

 

AMENDED AND APPROVED OCTOBER 25, 1971

AMENDED AND APPROVED JANUARY 27, 1976

AMENDED AND APPROVED AUGUST 22, 1977

AMENDED AND APPROVEDFEBRUARY 26, 1979

AMENDED AND APPROVED JUNE 28, 1982

AMENDED AND APPROVEDAUGUST 22, 1983

AMENDED AND APPROVED FEBRUARY 28, 2005

REVISED EDITION ADOPTED March 22, 2010

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

INSTALLATION OF OFFICERS

 

 

INSTALLING OFFICER:  (Maybe any worthy/honorary individual vested with the duty)

 

Officers elect, you have been chosen and elected by your fellow members, to a high and honorable position in this club. From them you receive authority to rule and govern the club in accordance with the provisions of the By-Laws of the Club.  As some must rule and some must obey, it behooves those who rule to avoid any appearance of partiality, and the membership at large, should render that willing obedience which is due the elected Officers they have placed in these positions of governance of the club. It is your duty to keep a true and correct account of all transactions of business and to make such reports as may be necessary of you as designated by the proper Officers, Rules and Laws of this Club.

 

Roll call of Officers-elect and the position to which they have been elected.

 

PRESIDENT:                Gentry Powell

1^ST Vice-PRESIDENT: Toni Baker

2^ND Vice-PRESIDENT: Prenis Williams

3^RD Vice-PRESIDENT: Tony Raphael

SECRETARY:               Kathy Thomas

TREASURER:               Carolyn Kidd

 

Officers-elect will you place your right hand over your heart in a token of sincerity, and repeat after me the obligation of office, pronouncing your name where I use mine.

 

OFFICERS ELECT:

 

I _________________ in the presence of the members here assembled - - do most solemnly and sincerely promise and declare - - that I will honorably and faithfully perform, - - to the best of my ability - - the duties of the office  - -  to which I have been elected  - -

I will obey all the rules of the club - - and will do my best - - to promote and advance - - the welfare of the club and the Democratic Party. - - I will not knowingly take part - - directly or indirectly - - in any illegal transaction, - - or suffer it to be done by others - - if in my power to prevent it. - - For faithful observance - - of all these several points, - - I do hereby pledge my word and honor.

 

 

INSTALLING OFFICER:

 

            Now by your declared word of honor — you are vested with, and assume the duties –and responsibilities of your elected office.  At the close of this meeting — you will enter upon the discharge of your official duties.  I declare these elected Officers — duly and legally installed.  By your applause — will you recognize and welcome to office — the Officers presented before you.