PURPOSE: The purpose of the Town of Rochester Republican Club (hereinafter called the "Club") shall be to (a) promote the cause of good government; (b) advocate, promote and maintain the principles of the Republican Party; (c) encourage an active interest in politics among the citizens of the Town of Rochester; (d) encourage voting at primaries, caucuses and on election day; (e) support, sponsor and endorse Republican candidates after legal conventions, caucuses or primaries; (f) be non-profit and non-sectarian; and (g) do such other work as may be in the best interest of the Republican Party and the Town of Rochester.
ARTICLE I
MEMBERSHIP AND DUES
A.
The club membership shall consist of (i) "active members" who are residents of the Town of Rochester and registered in the Republican Party and in sympathy with the purpose of the Club as set forth above, and (ii) "associate members" who are any persons in sympathy with the purpose of the Club as set forth in the "Purpose" paragraph above, but who shall have no voting power and shall not be qualified to hold office unless and until they meet the requirements of being an active member as set forth in "(i)" above.
B.
The annual dues shall be the sum of $10.00 per person, provided said person has met the qualifications set forth in Article I (A) above and are payable at the Annual meeting held in February of each year or a member may obtain a lifetime membership for $95 per person; $50 for seniors 55 and older. Any person wishing to be a member of the Club, who has met the qualifications set forth in Article I (A) and who is 65 years or older may be exempt from dues.
C.
Each active member shall be allowed to cast (1) vote. However, voting by proxy shall not be permitted.
D.
Each existing member and each new member shall receive a copy of these By-laws, as amended (one per family) if requested.
E.
It shall be the duty of each member to notify the Recording/Corresponding Secretary of any member's illness or a death in member's family.
ARTICLE II
MEETINGS
A. The place of meetings shall be designated by the elected officers.
B. Meetings shall be held at the discretion of the executive board with no less than one meeting per annum.
C. The Annual Meeting shall be held in February of each year. The Recording/ Corresponding Secretary shall notify each member of the time and place of the meeting.
D. The installation of Officers shall be held in April of each local or general election year, at which time newly elected officers shall be installed.
E. The Organizational Meeting shall be combined with the Annual Meeting held in February of each year and will constitute the beginning of the term of the newly elected officers at which time the president shall appoint Chairmen for the various committees as set forth in Article IX.
F. Special meetings shall be held upon the call of the President, whenever the President deems it necessary, or upon the written request of seven (7) active members requesting same of the President. Notices of such meeting shall be given by the Membership Chairperson to each active member not more than ten (10) days prior to said meeting. Only such business as specified in the notice of meeting shall be considered at a Special meeting provided a quorum (Article IV) is present.
ARTICLE III
ELECTIONS
A.
Elected Officers shall consist of a President, Vice President, Treasurer and Recording/Corresponding Secretary.
B.
The officers of the Club shall be elected from the active membership list for a two (2) year term. There are no term limitations. Article I (A) (i).
C.
All elections shall take place at the Annual meeting when the two-year term is completed. Officers so elected shall serve until the successor to such office is installed, Article II (D).
D.
The Nominating Committee/Election Committee of not less than three (3) active
members shall be appointed by the President and announced at the regular February
meeting. The President will appoint the committee prior to the Annual meeting. During an election year of Club officers, the nominating committee shall offer its slate of officers, presenting one nomination for each office, after which nominations may be received from the floor in accordance with Roberts Rule of Order.
E.
At the elections, all voting shall be by paper ballot when more than one candidate has been nominated for an office. In the event that any ballots cast do not show a majority for a candidate, there shall be further balloting. The nominee having the least amount of votes shall be dropped from the second and succeeding ballots, until a nominee shall have received a majority of votes. When there is not more than one candidate for each office, the Recording/Corresponding Secretary shall be instructed to cast one (1) vote for the slate.
F.
The procedure for conducting elections shall be in accordance with Roberts Rules of Order.
ARTICLE IV
QUORUM
A.
The presence of not less than seven (7) active members, of which three (3) shall be Officers, or one (1)Executive Board members and two (2) Officers.
B.
In the absence of a quorum, no official business shall be conducted, no action shall be taken and no monies shall be expended. Minutes shall be taken and held over to the next regular meeting of the Club for action and approval.
ARTICLE V
Vacancies in an elected office occurring between Annual meetings shall be filled for the unexpired portion of the term by a majority of the remaining elected officers.
ARTICLE VI
RESIGNATIONS: Any elected officer may resign at any time. Such resignation shall be in writing simultaneously addressed to and delivered either in person or by mail to a Board member, and shall take effect at the time specifies therein. If no time is specified, then it shall take effect at the time of its receipt by the Board. The acceptance of a resignation shall not be necessary to make it effective.
ARTICLE VII
OFFICERS AND DUTIES: The management of the Club shall be vested in the Elected Officers and the Executive Board which shall consist of the President, Vice President, Treasurer, Recording/Corresponding Secretary and the Chairpersons of the following committees: Membership Committee, Fund Raising Committee, Activities Committee, Audit Committee, Communications Committee and the Nominating Committee /Election Committee. At the end of an officer's term in office, the outgoing officer shall hand over to the President all of the said officer's records of the Club. The President shall in turn hand over such records to the incoming, newly elected officers.
A.
President: It shall be the duty of the President to preside over all meetings and to serve as co-chairperson of the Fund Raising Committee, except committee meetings of which the President is an ex-officio member. The President shall call special meetings when necessary. The President shall appoint all Committee Chairpersons (Article VIII (A-F). The President shall enforce observance of the Club's Bylaws.
B.
Vice President: It shall be the duty of the Vice President to perform all of the duties of the President in the absence of the President and to serve as Co-Chairperson on the Membership and Activities Committees as set forth in Article VIII (A) (C).
C.
Treasurer: It shall be the duty of the Treasurer to receive all monies for the Club and to give receipt therefore to any Committee Chairperson turning monies over to the Treasurer for the deposit; to pay all bills approved by the membership and/or Executive Board; to keep a strict and accurate account of all monies received and disbursed; to give the Treasurer's report to the President when said treasurer will not be present at a regular meeting of the Club; and to turn the books and records of the club over to the Audit Committee appointed by the President as set forth in Article VIII(F).
D.
Recording/Corresponding Secretary: It shall be the duty of the Recording/Corresponding Secretary to take and keep accurate minutes which are to be prepared timely, and when the recording/Corresponding Secretary will not be present at a regular meeting of the Club, to give the minutes to the President in order that the membership may act on and approve said minutes. It shall also be the duty of the Recording/Corresponding Secretary to take care of all correspondences that may be necessary in the course of Club business and at the request of the President, including but not limited to "get well" and "sympathy" cards to active members and upon the death of an immediate family member to arrange for flowers for the funeral in an amount to be set by the President. For the purpose of this paragraph, "Immediate family member" shall be spouse, child, mother, father, brother or sister.
E.
Appointed Membership Chairperson: It shall be the duty of the Membership Chairperson to maintain a membership list which shall include names, addresses and phone numbers of all its active members, it may be updated with the list and updates given to the President; collect dues pursuant to Article I (C) and to turn said monies over to the Treasurer; to maintain a calling list of active members and either independently or by appointing "callers" to notify active members of all Club meetings; and make a report of any new members and monies collected at each regular meeting of the Club. The membership Chairperson shall also have the duties as set forth in Article VIII (A).
ARTICLE VIII
COMMITTEES: When a committee, in the course of its duties, receives monies, it should be turned over to the Treasurer. All Chairmen must present the President and the Treasurer with an accurate written report of all monies received and disbursed. Receipts are to be given to donors if requested.
A.
Membership Committee: The Membership Committee shall be comprised of the Membership Chairperson, the Vice President and two (2) active members, who shall encourage prospective members through special membership drive functions and at each Club function. The Membership Chairperson's office is set forth in Article VII (E).
B.
Fund Raising Committee: The committee, consisting of the Vice President and a member selected by the President, may select as many additional members as may be needed for the function of the committee. It shall be the responsibility of this committee to find ways and means to raise funds to assist candidates running for election and for campaign publicity and advertisement.
C.
Activities Committee: When there is a guest speaker, the Club will supply refreshments as needed; shall plan and co-ordinate social events.
D.
Communications Committee: The Chairperson shall further the purpose of the Club by maintaining the Club website and publishing articles and advertisement as necessary.
E.
Audit Committee: The President shall appoint not less than two (2) active members in February of each year to audit the Treasurer's books and records for the fiscal year.
F.
The Nominating Committee/Election Committee: See Article III (D).
ARTICLE IX
ROBERTS RULES OF ORDER: The current edition of Roberts Rules of Order shall be the final source of authority on all questions of procedure when questions or disagreements as to procedure arise or any part of these Bylaws are inconsistent. The book shall remain the property of the Club and in the possession of the President and be brought to all meetings.
ARTICLE X
FISCAL YEAR: The Fiscal year shall be from January 1st to December 31st of each year.
ARTICLE XI
DISSOLUTION: The Club shall use its funds only to accomplish the objects and purposes specified by these By-laws, and no part of said funds shall inure, or be distributed to the members of the Club. The club may in its discretion spend money promoting good will amongst its members (eg., to celebrate a successful election or to hold a holiday function). Any funds remaining may be turned over to the Town of Rochester Republican Committee.
ARTICLE XII
BYLAW AMENDMENTS: These Bylaws shall be amended, altered or repealed and new laws adopted in writing in the same manner as these Bylaws, by a two-thirds vote of those members in attendance at any regular or special meeting. Prior notice of the proposed amendments must be read at one (1) consecutive regular or special meeting prior to a final vote to approve.
MEETING PROCEDURE
All meetings of the club shall be conducted in accordance with Roberts Rules of Order and include the following:
1.
Pledge of Allegiance to the Flag.
2.
Introduction of guest speaker, if any.
3.
Reading of minutes of previous meetings for approval by the membership.
4.
Treasurer's report for approval by the membership, subject to audit.
5.
Recording/Corresponding Secretary's report, if any.
6.
Report of existing committees by the respective committee chairman.
7.
Appointment of new committee chairman by the President, if any.
8.
Old business.
9.
New Business.
10.
Report from Town and County Officials, if any.
11.
Adjournment of business portion of meeting.
12.
Refreshments, only when guest speaker present.
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