ADOPTED: July 13, 1992, and amended thereafter on June 10, 2006, July 11, 2009, May 11, 2013, and July 18, 2015.
CAROLINE COUNTY DEMOCRATIC COMMITTEE
ARTICLE I: ORGANIZATION
1.1 Name. The name of this organization shall be the Caroline County Democratic Committee, hereafter referred to as “the Committee”.
1.2 Records. The Secretary shall keep correct and complete books and records of account; minutes of proceedings of all of meetings of the Committee; and a current list of officers and members of the organization.
1.3 Fiscal Year. The fiscal year of the Committee shall be from January 1 through December 31.
ARTICLE II: ORGANIZATIONAL AUTHORITY AND PURPOSE
The Committee is organized under the authority of, and in accordance with the code of Virginia and the Party plan of the Democratic Party of Virginia. Nothing contained in these bylaws is intended to conflict with either the Code of Virginia or the Party Plan. If such a conflict should occur, the Code of Virginia shall have precedence. All activities of the Committee, including mass meetings, primaries, conventions and fundraising shall be conducted in accordance with the relevant provisions of the Party Plan.
ARTICLE III: DUTIES OF THE COMMITTEE
It shall be the duty of the Committee to organize and keep up to date bylaws for the Caroline County Democratic Committee; to promote the Party Plan and Democratic Principles within the County of Caroline; to encourage voter registration and voter participation; to support Democratic Party nominees in all elections; to raise funds for the Democratic Party and Democratic nominees for office; and, to organize and recommend election officials to work in all general and special elections in the County of Caroline pursuant to the Code of Virginia 1950, as amended.
ARTICLE IV: MEMBERSHIP
4.1 Voting Membership. Voting membership on the Committee shall consist of those registered voters of the County of Caroline who have applied for voting membership at a regularly scheduled meeting of the Committee, been accepted a two-thirds (2/3) majority of the current voting members present and voting at a regularly scheduled meeting of the Committee, and paid voting membership dues in full. Voting members may vote on committee matters.
4.2 Associate Membership. Associate membership on the Committee shall be available to any individuals who have paid associate membership dues in full. Associate members may not vote on committee matters.
4.3 Dues. The fee for membership dues shall be established by the Committee and may be revised by a majority vote of members present at any regular meeting of the Committee, or a meeting duly called for that specific purpose.
ARTICLE V: LIFETIME ACHIEVEMENT
5.1 Lifetime Achievement Award. Should the Committee feel that a particular individual has gone above and beyond in espousing the values of the Committee and has a proven track record of rigorous volunteerism, the Committee may bestow a Lifetime Achievement Award to that individual and shall make such action publicly known and a matter of record.
5.2 Life Membership. Previously, Life Membership could be bestowed upon an individual meeting the same standards as one who would receive a Lifetime Achievement Award. Life Members are voting members of the Committee for life and are exempted from paying membership dues. The Committee shall no longer grant Life Membership to any individual.
ARTICLE VI: OFFICERS
6.1 Officers. The principal officers of the Committee shall consist of a Chair, Secretary, and Treasurer. No individual may seek, nor be elected or appointed to hold more than one of the principal officers’ positions at a time. Candidates for office must be members in good standing.
6.2 The Chair. The Chair shall preside at all meetings of the Committee. The Chair will appoint the Sergeant-at-Arms who will be charged with maintaining order at all meetings. The Chair will appoint a Parliamentarian who shall ensure that the Committee’s meetings proceed according to the current edition of Robert’s Rules of Order and in all cases that those rules are applicable and do not conflict with the Bylaws, the Party Plan, or the Code of Virginia. The Chair shall be responsible for all public communications of the Committee. The Chair shall act as a signer on the Committee’s bank accounts. The Chair may appoint committees as deemed necessary, subject to the approval of the Committee. The Chair shall perform such other duties as required by the Bylaws, the Party Plan or the code of Virginia.
6.3 The Secretary. The Secretary shall keep records of each meeting and shall provide a timely written notice of all meetings. The minutes shall be printed and distributed to the members at the next regularly scheduled meeting. The Secretary shall notify members regarding the status of their membership and to ensure the proper maintenance of the membership list of the Committee, and shall work with the Treasurer to ensure proper maintenance of financial records. The Secretary shall perform such other duties as are delegated by the Chair, or are required by the Bylaws, the Party Plan, or the Code of Virginia.
6.4 The Treasurer. The Treasurer shall be responsible for all funds of the Committee and shall be responsible for the deposit of all income in a bank account in the name of the Committee. He or she shall handle all approved disbursements from the treasury and make a report to the Committee at each of its regular meetings. The Treasurer shall work with other principle officers to ensure the proper maintenance of the financial records. The Treasurer shall be one of two authorized signers on the Committee’s bank account along with the Chair. The Treasurer shall perform such other duties as are delegated by the Committee, or are required by the Bylaws, the Party Plan, or the Code of Virginia.
ARTICLE VII: FINANCIAL AUDITS
Either upon the election of a new Treasurer or the reelection of the current Treasurer, an audit committee shall be created to review the financial records of the Committee for accuracy and shall provide a report of its findings to the Committee within 90 days of said election. The audit committee shall consist of the Chair, Treasurer, and two other members.
ARTICLE VIII: EXECUTIVE COMMITTEE
8.1 An Executive Committee shall be created consisting of the Principal Officers (Chair, Secretary and Treasurer) and the Chairpersons of all Standing Committees and the immediate past Chair of the Committee. The immediate past Chair shall only serve one term.
8.2 The Executive Committee shall have no power to act independent of the Committee except where the expressed will of the Committee is a matter of record, or when failure to act would result in irreparable harm to the Committee.
8.3 Should the Chair be unable to execute his or her duties due to absence or illness, the Chair shall designate one of the Chairpersons of the Standing Committees to serve as Acting Chair as long as the Chair deems necessary.
ARTICLE IX: STANDING COMMITTEES
The standing committees of the Caroline County Democratic Committee shall be as follows: Outreach, Get Out the Vote (GOTV), and Fundraising. In all matters and in all instances, these committees shall have no authority that exceeds their sanctioned duties as defined in the article that deals with Duties of the Standing Committees or as described by the Party Plan or the Code of Virginia.
ARTICLE X: DUTIES OF THE STANDING COMMITTEES
10.1 Outreach. The Outreach Committee shall be responsible for the membership growth of the Committee. This committee shall also identify communities of interest and work to develop an interest therein to encourage participation in the Democratic Party.
10.2 Get Out the Vote (GOTV). The GOTV Committee shall be responsible for efforts that support voter registration, voter education, polling place activities, and the coordination of volunteers to serve as precinct captains and poll workers for all precincts.
10.3 Fundraising. The Fundraising Committee shall be responsible for the development and oversight of all fundraising activities of the Committee.
ARTICLE XI: ELECTIONS
11.1 The Committee shall reorganize in odd numbered years during the period between December 1 and January 15. The Committee must determine the date of this reorganization meeting and communicate that information to the State party by November 1 of each odd numbered year.
11.2 Nominating Committee. A Nominating Committee of not less than three; and no more than five voting members in good standing shall be recommended by the Chair and subject to the approval of the Committee. This shall happen in each odd numbered year. The Nominating Committee shall be charged with bringing forth to the Committee a candidate for each position to be considered for election during the reorganization. This will include all principal officers and standing committee chairs. The Nominating Committee may bring forth more than one name for each position. Following the receipt of the report from the Nominating Committee, the floor shall be opened for any further nominations.
11.3 Voting. All voting during an election shall be done by secret ballot.
11.4 Expiration of Term. The Term of an officer or executive committee member shall conclude with the certified results of the most recent election being formally announced to the Committee.
11.5 Vacancies. A vacancy for any officer or executive committee position may be filled with the approval of a simple majority of those members present and voting at a regular meeting or a special meeting called for that purpose.
ARTICLE XII: MEETINGS
12.1 Scheduled Meetings. The Committee shall schedule monthly meetings that shall be open to the public. The Committee shall convene at least eight scheduled meetings in a calendar year. Meetings shall be called in accordance with the Party Plan as established in the section regarding “Democratic City and County Committees.”
12.2 Special Meetings. A special meeting may be scheduled at the request of any voting member in good standing and the approval of a majority of the Executive Committee. Committee members must have at least seven days notice of the meeting. The purpose of the meeting must be stated in the notice. Only the specific business stated in the notice of the meeting may be taken up at a special meeting.
12.3 Quorum. A quorum shall consist of the minimum number of voting members required as per the Party Plan of the Democratic Party of Virginia. A quorum is required for any official action of the Committee. (As of 2015, the requirement for quorum is 30% of voting members in good standing).
ARTICLE XIII: APPEALS
Any member of the Committee may appeal to the appropriate Congressional District Democratic Committee any decision, deadlock, or failure of the Committee to act.
ARTICLE XIV: REMOVAL
Procedures to remove a member of the committee from office or membership shall follow the rules for removal as outlined by the Party Plan of the Democratic Party of Virginia. Any removal shall require a two-thirds (2/3) majority of the current voting members present and voting at a meeting called for this specific purpose.
ARTICLE XV: AMENDING THE BYLAWS
These Bylaws may be amended by a two-thirds (2/3) majority of the current voting members present and voting at any meeting provided that notice has been given and the proposed change(s) have been made available to all members not less than ten (10) days prior to the vote on the proposed bylaws.
ARTICLE XVI: PRECEDENCE OF RULES AND LAWS
The rules governing the Committee shall be the current edition of Robert’s Rules of Order in all cases that those rules are applicable and do not conflict with the Bylaws, the Party Plan or the Code of Virginia.