DAVIDSON COUNTY YOUNG REPUBLICANS
Article I: Name and Purposes
Section 1. The name of the organization shall be “The Davidson County Young Republicans” (hereinafter referred to as “the Club”).
Section 2. The purposes of the Club shall be as follows:
A. To encourage young adults to join the Republican Party and to provide an opportunity to engage in political expression and exchange with fellow Republicans;
B. To promote the activities and candidates of the Republican Party and to emulate its ideals and principles;
C. To stimulate interest, education, and participation in political affairs for the betterment of our community, our government, and our society;
D. To equip young adults to be effective political workers so they can individually, and collectively, assist in electing Republicans to office;
E. To foster a sense of community among the Club’s members and between members and the community in which they live and work through service and social activities, both political and non-political in nature.
Section 3. No Republican candidate for public office shall be endorsed by the Chairman of the Club, the Executive Board, or the Club itself prior to the party primary or convention at which Republican nominees are chosen, except where there is no Republican opposition. The Club shall not seek to prevent an individual member from endorsing or assisting, at any time, a Republican candidate for public office when done outside of one’s capacity as a representative or officer of the Club.
Article II: Membership
Section 1. Membership in the Club shall be open to all persons who subscribe to its purposes. Members shall be classified as either active or associate.
Section 2. An active member is any person from 18 to 40 years of age who has paid dues in the past calendar year. All active members shall be registered voters in the state of Tennessee. Active members shall enjoy all the rights and privileges of full participation in the Club, including voting, and the ability to serve in any elected or appointed leadership capacity pursuant to the provisions of this Constitution and the Club’s by-laws.
Section 3. An associate member shall be any paid member younger than 18 years of age or older than 40 years of age, or one who is not a registered Tennessee voter. Associate members shall enjoy all the rights and privileges of membership, except voting on matters of business within the Club and service in any elected or appointed leadership position.
Article III: Officers
Section 1. The elected officers of the Club shall be a Chairman, Vice-Chairman, Secretary, Treasurer, and Parliamentarian. The appointed officers of the Club shall be the State Liaison and the State Finance Committee Representative.
Section 2. The duties of the officers shall be as follows:
a. Chairman: The Chairman shall be the chief executive officer of the Club and shall preside at all meetings of the Club and the Executive Board. He or she shall have general supervision over the development of the program of the Club. He or she shall represent the Club at State Federation meetings. He or she shall, upon taking office, appoint the State Liaison, the State Finance Committee Representative, and chairs to the standing committees, subject to the approval of the Executive Board.
b. Vice-Chairman: The Vice-Chairman shall perform the duties of the Chairman in his absence. He or she shall be responsible for maintaining liaison with the National Federation, Senior Party, Federation of Republican Women, College Republicans, Teenage Republicans, and other Republican organizations. All internal and external projects of the Club shall be under his or her direct supervision, unless otherwise designated by the Chairman or Executive Board. He or she shall also perform any other such duties as shall be assigned by the Chairman or the Executive Board.
c. Secretary: The Secretary shall keep permanent minutes of each Club and Executive Board meeting, maintain a file of reports, maintain a current record of any business of the Club, maintain correspondence files on Club business for each member of the Executive Board, and perform any other such duties as shall be assigned by the Chairman or the Executive Board. Records maintained by the Secretary may be in paper or electronic form, as circumstances and the Executive Board’s discretion dictate.
d. Treasurer: The Treasurer shall be the fiscal officer of the Club and shall receive all funds due to the Club. He or she shall deposit such funds in a bank protected by the Federal Deposit Insurance Corporation. He or she shall make written financial reports to the Club at each Executive Board meeting. He or she shall maintain, under acceptable accounting procedures, a permanent set of books which shall be audited annually prior to the April meeting by the Executive Board. Upon request, the Treasurer shall make available to any active member of the Club a certified list of members eligible to vote by virtue of payment of dues.
e. Parliamentarian: The Parliamentarian shall determine all questions of parliamentary procedure in accordance with Roberts Rules of Order, revised, except when inconsistent with the Constitution or by-laws of the Club. He or she shall present any proposed amendments to the Constitution for the Club’s consideration. The Parliamentarian shall act as Sergeant at Arms for all meetings of the Club and Executive Board.
f. State Liaison: The State Liaison to the Executive Committee of the Tennessee Young Republican Federation (“TYRF”) shall be appointed by the Chairman of the Club, subject to Executive Board approval. The State Liaison may not be the Chairman of the Club, nor a current member of the TYRF Executive Committee. The State Liaison shall exercise the Club’s vote on the TYRF Executive Committee in the Club Chairman’s absence. The State Liaison shall attend all meetings of the TYRF Executive Committee to be prepared for such instances as he may need to serve as the Club’s voting representative in the Club Chairman’s absence. The State Liaison may be removed by the Chairman of the Club for any reason or by the Chairman of the TYRF in accordance with the TYRF Constitution. In the case of such removal, a replacement shall be appointed and approved before the next meeting of the TYRF Executive Committee.
g. State Finance Committee Representative: The Representative of the Club to the State Finance Committee shall be appointed by the Chairman, subject to Executive Board approval. The Representative shall serve on the TYRF Finance Committee and shall abide by the guidelines and rules of the State Federation with respect to the Finance Committee. The Representative may be removed by the Chairman of the Club for any reason or by the appropriate leadership of the TYRF in accordance with the provisions of the TYRF Constitution. In the case of such removal, a replacement shall be appointed and approved before the next meeting of the TYRF Finance Committee.
Section 3. Officers shall be elected for a term of one (1) calendar year. The officers elected each March shall assume office upon election and serve until their successors have been duly elected.
Section 4. An officer may hold the same office for no more than two (2) consecutive terms. An officer elected to fill a vacancy of less than six (6) months shall be eligible to subsequently fill that office for two (2) full consecutive terms.
Section 5. Any officer may be removed from office by a two-thirds (2/3) vote of the remaining members of the Executive Board upon proof of failure to perform the duties of his office or deliberate contravention of the Constitution or by-laws of the Club.
Section 6. A vacancy in elective office shall be filled by an election of the membership. Members of the Club shall be notified of the vacancy in the Club’s next newsletter. Nominations and election shall take place at the next meeting after notice has been given.
Section 7. In the event an officer of the Club decides to stand for public office, he or she shall inform the Executive Board, which may by majority vote affirm that no conflict of interest or other negative circumstance exists or might arise. If the majority of the Executive Board agrees, the member may continue to hold his or her office within the Club. In other cases, he or she shall automatically cease to be an officer of the Club.
Article IV: Committees
Section 1. There shall be four (4) permanent standing committees, as follows: Membership; Public Relations; Social; and Fundraising. The Chairman may, with the consent of the Executive Board, create other special committees as he or she may deem appropriate from time to time.
Section 2. The Chairman shall appoint an active Club member to chair each committee, with the approval of the Executive Board. An elected officer of the Club may serve as a committee chair.
Section 3. All active and associate members shall be given the opportunity to serve on one or more committees. Each committee chair shall appoint his or her committee’s members.
Section 4. Each committee shall meet at the designation of its own chair.
Section 5. Committee chairs may be removed by the Club Chairman or by a majority vote of the Executive Board. Committee members may be removed by the committee chair, the Club Chairman, or by a majority vote of the Executive Board.
Article V: The Executive Board
Section 1. The Executive Board shall be responsible for the transaction of any business of the Club between regular meetings and shall serve as the policy-making body of the Club.
Section 2. The Executive Board shall consist of the elected and appointed officers chosen pursuant to Article III, the chairs of the four (4) permanent committees established under Article IV, and any active members of the Club who are voting members of the executive boards of either the National or Tennessee Federations of Young Republicans. No member of the Executive Board shall be an officer of any other chartered club of the Tennessee Young Republican Federation.
Section 3. The Executive Board shall meet at least once per month, upon a regular day set by the Board, and at such other times as may be necessary, upon the call of the Chairman or a majority of the members of the Board. All members of the Board shall be notified no less than seven (7) days in advance of any changes from the regular meeting day or of a specially called meeting, unless an emergency or unique circumstances arise such that would justify shorter notice.
Section 4. A majority of the members of the Executive Board shall constitute a quorum to transact business for an Executive Board meeting.
Section 5. Any member of the Executive Board shall be automatically removed from his or her position or office if he or she misses three (3) Executive Board meetings within a one (1)year term. Elected officers can be reinstated by a majority vote of the Club membership. All other Executive Board members may be reinstated by a two-thirds (2/3) vote of the Executive Board.
Section 6. Borrowing of money to fund Club functions must be approved by a two-thirds (2/3) vote of the full membership of the Executive Board.
Article VI: Meetings
Section 1. The Club shall have at least one (1) meeting each month, with written notice of the meeting to be published in the Club newsletter. The Executive Board shall determine a regular date and location for Club meetings.
Section 2. Special meetings of the Club may be called by the Chairman or by one-fourth (1/4) of the active members of the Club or by one-half (1/2) of the members of the Executive Board. All members of the Club shall be notified at least five (5) days before a special meeting.
Section 3. Those members present at any meeting of the Club shall constitute a quorum to transact business.
Article VII: Elections
Section 1. The Club’s active membership shall elect the officers established under Article III, Section 1 at the regularly scheduled meeting held in March each year. Nominations shall be taken from the floor at the preceding January and February meetings. Notice that nominations will be taken shall be made by the Club newsletters announcing the nomination meetings.
Section 2. The names of all persons nominated for office shall be listed in the Club newsletters announcing the February and March meetings. Nominations shall be taken from the floor at the March meeting only for those offices for which no nomination was previously made.
Section 3. Votes shall be cast by paper ballot or by other means unanimously approved by those voting. Where there is only one (1) candidate for an office, a voice vote may be taken, at the discretion of the Parliamentarian or the Chairman.
Section 4. The Parliamentarian shall preside over elections. The Parliamentarian shall not preside over the elections if he is a candidate for any office at the election meeting. If the Parliamentarian is unable to preside, then an outside person, approved by a two-thirds (2/3) vote of the Executive Board at a meeting after the close of February’s nominations, shall preside.
Article VIII: By-laws
Section 1. The membership of the Club may adopt by-laws to govern its operations and carry out the provisions of this Constitution. No by-law may conflict with this Constitution or those of the National or Tennessee Federations of Young Republicans.
Section 2. A by-law may be adopted by a majority vote of the membership at any duly convened meeting of the Club. Any proposed by-law must be submitted in writing before it is considered. The Secretary shall compile and preserve all by-laws adopted by the Club, noting the date of their adoption and the number of votes for and against their adoption.
Section 3. If a duly enacted by-law conflicts with any decision of the Executive Board, then the by-law shall prevail.
Section 4. The amount of dues to be levied on members of the Club for each calendar year shall be specified in the by-laws.
Article IX: Amendments
Section 1. This Constitution may be amended by submitting a proposed amendment to the Parliamentarian, who shall first determine that the proposal is not in conflict with the existing State or National constitutions. Upon finding that no such conflict exists, the proposed amendment shall be published in the next scheduled Club newsletter.
Section 2. At the first business meeting following the distribution of the proposed amendment to the Club’s membership, the Club shall consider the proposal. If two-thirds (2/3) of the members present at the meeting vote in favor of the proposed amendment, it shall be incorporated into the Constitution.
Article X: Ratification
The Constitution, upon approval by a majority of the Executive Board, shall be presented to the full membership of the Club at a regularly scheduled meeting. Copies of the Constitution shall be distributed to those in attendance at that meeting. If two-thirds (2/3) of the members present at the meeting vote to adopt the Constitution, it shall be deemed officially ratified and shall be considered effective immediately. Such ratification shall not abridge the term of office or affect the eligibility for office of any person serving under the prior Constitution.
Section 1 – Dues
The dues of the Club shall be Twenty Dollars ($20.00) for an individual active or associate membership. Dues shall be renewed annually during the month in which such dues were originally paid by the member.
Section 2 – Election Procedure
(a) The annual election of the Club officers established in Article III, Section 1 of the Constitution shall be held in March, pursuant to Article VII of the Constitution. The election of officers shall start with the election of the Chairman, who may then preside over the subsequent officer elections or defer to the Parliamentarian. The elections shall then occur as follows: Vice-Chairman, Secretary, Treasurer, and Parliamentarian.
(b) Prior to the vote for each officer position, each candidate shall be allowed a brief nominating speech by one (1) member and a candidate speech, though either may be waived by the candidate. The Parliamentarian shall be charged with determining a time limit and maintaining decorum by those speaking.
Section 3 – Club Newsletter
It shall be the responsibility of the Chairman, or such member of the Executive Board as he may assign, to ensure that a monthly newsletter is published and distributed to all active and associate members of the Club.