BY-LAWS OF THE FREDERICKSBURG DEMOCRATIC COMMITTEE
Article I. Organization
1.1 Name. The name of this organization shall be the Fredericksburg Democratic Committee, hereinafter referred to as the “Committee.”
1.2 Fiscal Year. The fiscal year of the Committee will be from January 1 through December 31.
Article II. Authority
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 or the Party Plan. If such a conflict should occur, the Code and/or the Plan will have precedence. All activities of the Committee, including mass meetings, primaries, conventions, and fundraising will be conducted in accordance with the relevant provisions of the Party Plan.
Article III. Purpose
The purpose of the Committee will be to serve as the organizing body of the Democratic Party within the City of Fredericksburg; to assist in the election of Democratic nominees for office; to raise funds for the Democratic Party and Democratic nominees for office; and to encourage voter registration and voter participation in every election in the City of Fredericksburg.
Article IV. Membership
4.1 Elected Membership. Elected members will consist of persons elected at-large pursuant to the Party Plan, to serve a term of two years beginning January 1 of an even-numbered year. Elected members have the right to vote on Committee business upon election.
4.2 Additional Membership. Eligible persons can become members by submitting an application form and being voted in by a two-thirds (2/3) majority of voting members present at any scheduled meeting.
4.3 Party Leaders. If residing in the City of Fredericksburg, all Democratic officeholders (whether local, state, or federal), and officers of the Congressional District Committee shall be ex-officio voting members of the Committee.
4.4 Eligibility. Voting members must be registered to vote in the City of Fredericksburg.
4.5 Other Organizations. Members of the Greater Fredericksburg Young Democrats and the University of Mary Washington Young Democrats will be extended membership as ex-officio non-voting members of the Committee.
4.6 Membership Inactivation. Members who have four (4) consecutive absences from Committee meetings will have his or her membership inactivated from the member roll. Such individuals will have their membership and voting rights reactivated upon the resumption of his or her attendance at any Committee meeting.
4.7 Dues. The fee for membership dues will be established by the Committee and may be revised by a majority vote of members present at any scheduled meeting of the Committee.
Article V. Principal Officers
5.1 Composition. The principal officers of the Committee shall consist a Chair, Vice 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 voting members of the Committee.
5.2 Election and Term of Office. The Committee shall organize and elect the principal officers pursuant to the Party Plan. All voting during an election shall be done by secret ballot. The officers’ terms will coincide with the two-year terms of the elected membership.
5.3 Vacancies. A vacancy in any office will be filled by majority vote of those members present at a meeting called for such a purpose with ten (10) days official notice having been provided.
5.4 Records. The records of all principal officers will be available for inspection by any member of the Committee. Requests to inspect records will be given in writing and will be honored by all officers within ten (10) days of the receipt of such request.
Article VI. Duties of the Principal Officers
6.1 The Chair. The chair will preside at all meetings of the Committee, and generally guide the business and functioning of the Committee. The chair may appoint additional officers or subcommittees as deemed necessary to ensure the full operation of the Committee. The chair, or his or her designee, will serve as an ex-officio member of all subcommittees. The chair will perform other duties as required by the Bylaws, the Party Plan, and the Code of Virginia.
6.2 The Vice Chair. The vice chair will assume all duties of the chair in the absence of the chair and other duties delegated by the chair when the latter for any cause is unable to act.
6.3 The Secretary. The secretary will keep accurate records of each meeting and provide timely written notice of all meetings other than regularly scheduled monthly meetings. The secretary will also keep the Committee member roll.
6.4 The Treasurer. The treasurer will have charge of all funds belonging to the Committee and will deposit them in a bank to the credit of the Committee. He or she will pay all bills and maintain complete records or transactions. The treasurer will also make regular reports to the Committee.
Article VII. Executive Committee
7.1 Composition. An Executive Committee will be created consisting of the chair, vice chair, secretary, and treasurer.
7.2 Party Leaders. If residing in the City of Fredericksburg, all Democratic officeholders (whether local, state, or federal), and officers of the Congressional District Committee shall be ex-officio non-voting members of the Executive Committee.
7.3 Powers. The Executive Committee shall have the general supervision of the affairs of the Committee between its regular business meetings, make recommendations to the Committee, and perform such other duties as are specified in these Bylaws. As early as practicable after each of its meetings, the Executive Committee will report to the full Committee any actions taken.
Article VIII. Standing Committees
8.1 Structure. The standing committees of the Committee will be Membership/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 within these Bylaws or as described by the Party Plan or the Code of Virginia.
8.2 Leadership. Chairs of the standing committees will be appointed by the Executive Committee.
Article IX. Duties of the Standing Committees
9.1 Membership/Outreach. The Membership/Outreach Committee shall also be responsible for the membership growth of the Fredericksburg Democratic Committee. This Committee shall also identify communities of interest and work to develop an interest therein to encourage participation in the Democratic Party.
9.2 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.
9.3 Fundraising. The Fundraising Committee shall be responsible for the development and oversight of all fundraising activities of the Committee.
Article X. Meetings
10.1 Scheduled Meetings. The Committee shall schedule monthly meetings that shall be open to the public. The Committee shall convene at least ten (10) 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”.
10.2 Special Meetings. Special meetings can be called by the chair, by 30 percent (30%) of the voting members of the Committee in a signed call filed with the secretary ten (10) days before the proposed meeting, or by a majority vote at a scheduled meeting of the Committee. 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.
10.3 Quorum. A quorum shall consist of the minimum amount required as per the Party Plan of the Democratic Party of Virginia. A quorum is required for any official action of the Committee.
Article XI. 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 voting members present and voting at a special meeting called for this specific purpose.
Article XII. Amending the Bylaws
These Bylaws may be amended by a two-thirds (2/3) majority of the voting members present and voting at any meeting provided that the notice and the proposed change(s) have been made available to all members not less than twenty-eight (28) days prior to the vote on the proposed change(s).
Article XIII. Parliamentary Authority
The rules governing the Committee will be the current edition of the Robert’s Rules of Order in all cases that those rules are applicable and do not conflict with the Bylaws, Party Plan, and the Code of Virginia.