South Bay Young Democrats Bylaws
ARTICLE I – Name
The name of this organization shall be the South Bay Young Democrats (SBYD).
ARTICLE II – Purpose
The purpose of this club is to reach out and connect youth to the community. To learn how to make an impact and improve our community, while giving a voice to the youth of the South Bay. We wish to inform and motivate members of our community to get involved and improve the community we live in.
ARTICLE III – Affiliations
The Club is officially chartered with the San Diego County Democratic Central Committee (hereinafter called the Party) and was duly chartered by the California Young Democrats yearly.
As a chartered and affiliated Club of the Party, the Club shall comply with the Bylaws of the Party and the California Democratic Party, as they apply to fully chartered local affiliates.
ARTICLE IV – Membership
Membership requirements for the South Bay Young Democrats will be the same as those of the Young Democrats of America, except that members must reside in or be registered to vote in South Area of San Diego County, as defined by the San Diego County Democratic Central Committee.
This organization does not require or use any test of membership or oath of loyalty which has the effect of requiring prospective or current members to acquiesce in, condone, or support discrimination on the grounds of race, color, creed, national origin, physical ability, sex, age, religion, ethnic identity, sexual orientation or economic status.
Members are considered Active Members only if:
A) The member has paid all Club dues
B) The member has attended at least two (2) consecutive General Meetings
Active Members have the right to:
A) Vote on all matters before the Club.
B) Participate in all General Meetings.
C) Hold executive officer position.
D) Receive information about the activities of SBYD.
E) Any other such privileges as deemed appropriate by the club membership
ARTICLE V – Dues
Dues shall be recommended by the Executive Board and reviewed at the first meeting of each calendar year and presented to the General Membership for approval.
Dues shall be collected by January 31st of each calendar year for existing members.
A) Annual dues for new active Club members shall be prorated on a monthly basis.
B) Dues received after January 31st shall be collected and members placed on 30 day probation, where they do not vote on club matters nor may they serve as an officer of the club while on probation.
C) Payment of dues shall not be obligatory to anyone for whom it constitutes an economic hardship, after due consideration and approval of the Executive Board.
ARTICLE VI – Meetings
General Membership Meetings
A) General Meetings will be held the 1 st Wednesday of every other month, and subject to change with majority vote of club membership.
B) The Club shall hold regular monthly meetings on such days as the membership may determine from time to time.
C) Regular meetings of the club shall occur at least 4 times a year.
A) Special meetings may be called by the Chair at any time, on notice as specified below.
B) In the absence of the Chair, any two (2) officers may call a special meeting, on notice as specified below.
Notice of Meeting
A) Notice of regular meetings shall be given at least two weeks (14 days) in advance to all active members via email.
B) Notice of the meeting shall be deemed sufficient by any manner specified above if such notice includes the date, time, and place of the meeting and is calculated to be received at least two weeks (14 days) prior to the meeting.
C) A special meeting may be called with only twenty-four (24) hour notice.
ARTICLE VII – Rules for Meetings
The Club shall use the newly revised Robert’s Rules of Order to govern parliamentary procedure at all official meetings of the organization, except as specifically noted in these Bylaws.
A quorum for any official meeting of the Club shall be 25 percent of the total organizational membership, or ten (10) members, whichever is smaller, as of 24 hours before the meeting, as reported by the Vice President of Membership.
The Club may pass resolutions not related to endorsements with a majority vote of those present and voting at any meeting.
A process to consider the endorsement of candidates must be approved prior to any suggestion of endorsements.
A) If the discussion of an endorsement process is noticed in the meeting agenda, such process must be approved by at least 2/3rds of those present and voting at any meeting.
B) If the discussion of an endorsement process is brought up from the floor as New Business, such process must be approved by at least three-fourths (3/4) of those present and voting at any meeting.
C) Under no circumstances may the Club consider the endorsement of a candidate for public office who is not registered with the Democratic Party.
D) The minimum threshold for endorsement in a race with multiple Democratic candidates is two-thirds (2/3) of the members present and voting.
Changes to the constitution and Bylaws not specifically referenced elsewhere must be notified to the membership at least one (1) general meeting before the vote in question, and must be approved by a vote of 2/3rds of those present and voting.
ARTICLE VIII – Officers/Executive Board
Club officers shall consist of seven (7) elected officers, and up to two (2) members-at-large.
The nine (9) voting officers will be: President, Vice President, Vice President of Finance , Vice President of Communications, Vice President of Membership, and Vice President of Community Engagement, Secretary and two (2) members at large.
The officers, members-at-large, and past president will make up the Executive Board of the Club
The Club officers shall be elected in January to serve one-year terms of office.
The Executive Board will be the chief policy making body for the chapter.
The Executive Board will have all the powers necessary for the proper and legal execution of all duties of the Club.
All executive officers are expected to attend all meetings. No officer can miss more than two consecutive meetings, including General and Executive Meetings, nor miss more than three General and/or Executive Meetings throughout the year.
A) Vice President of Membership is responsible to notify the executive when he/she is close to the limit of missed meetings.
B) In the event of an officer reaching the maximum number of missed meetings, the president must remove said officer from the Executive Board and notice elections of a new officer before the next General Meeting. a. The officer removed by the President may appeal the removal and be elected back to the position from the General Membership by 2/3rds vote.
The Executive Board shall meet bi-monthly unless a meeting is deemed unnecessary by the majority of the Executive Board.
A) The meetings can be held via conference call, webinar, etc. but must be noticed 48 hours in advance with an agenda.
If an Executive member will be late or absent, they must give Vice President of Membership at least 24 hours notice in non-emergency situations
A) If Vice President of Membership will be late or absent, they must notify the President and Vice President.
B) In an emergency situation, please advise the president as soon as possible if another executive will be late or absent. a. If the President finds him/herself in an emergency situation, he/she must notify Vice President of Membership and the Vice President.
ARTICLE IX – Officer Duties
The President is the official representative of the South Bay Young Democrats. The President will have all of the following duties and responsibilities.
A) Serve as the Chief Executive Officer of the organization.
B) The President will preside over all chapter meetings.
C) The president will serve as the official representative of the club to all organizations.
a. President may appoint a representative to external organization(s) if he/she cannot attend or represent the club.
b. A confirmation vote would be required of Executive Board.
D) Attend all meetings of the California Young Democrats, the San Diego County Democratic Central Committee a. When the attendance of the President is not possible, he/she will appoint a suitable replacement and give said person his/her voting proxy.
E) Establish the agenda for each meeting of the chapter (General and Executive) within a timely manner.
F) Establish Community Guidelines at the first general body meeting of the year.
G) Develop Bi-Monthly Assessment reports a. Keep Officer accountable to their position’s responsibilities and overall progress of SBYD.
H) Serve as delegation chair to the CA Young Democrats state convention.
I) Advice the Executive Board and General body members with anything deemed necessary.
J) Create a transition binder with all the necessary tools the president-elect will need
K) Assure the participation of general body members in the planning process in order to have an eligible pool of members for the following year.
L) Develop professional training seminars which can include but not limited to Networking 101, Microsoft Office, How to create an event, etc.
M) Remove anyone from any appointed position, pending the approval of the Executive Board.
N) Have the ability to appoint officers to the Executive Board if a vacancy arises, with approval of the Board.
O) Co-sign SBYD bank account.
P) Must be at least eighteen (18) years of age
Q) Perform any and all other tasks deemed necessary by the Executive Board or organization’s membership.
The Vice President will serve as the second in command of the Club and also oversee the internal operations of the Club.
C) In the absence of the President, the Vice President will fulfill all the duties and responsibilities of the President.
D) In the event that the President is removed from office, the Vice President will assume the responsibilities of President a. A special election will be held to fill the vacancy of Vice President at the next General Meeting.
E) The Vice President will chair the Internal Affairs Committee
F) Ensure members of SBYD are attending Democratic Club’s meetings and events.
G) Collect all reports of the committees and submit them to the secretary.
H) Create a transition binder with all the necessary tools the president-elect will need
The Vice President of Finance shall have all the following duties and powers:
A) Collect all membership dues to the Club
B) Maintain an accurate budget of the Club including a monthly report to Executive Board and General Membership Meetings including financial strengths and weaknesses.
C) Sign all financial transactions.
D) Keep accurate record of Club’s financial transactions.
E) Present a financial report to the General Body annually.
F) Be a member of the Internal Affairs Committee
G) Chair the Fundraising Committee
H) Create a transition binder with all the necessary tools the president-elect will need
I) Must be at least eighteen (18) years of age
The Vice-President of Communications (VP of Comms) will have all the following duties and powers:
A) Responsible for all club-to-member communications (i.e. Facebook, Twitter, Youtube)
B) Serve as webmaster
C) Maintain Club contact lists
D) Create and distribute any and all Club advertisement
E) Ability to appoint Media Coordinator, with approval by General Membership
a. The Media Coordinator will be tasked with managing all multi-media related activities for the Club
Vice President of Membership shall have all the following duties and powers:
A)Chair Recruitment Committee
B)Recruit new members and follow up on recruitment goals set by committee and General Membership
C)Work within Club to retain members
a. Can include but not limited to scholarships, incentives, etc.
D)Keep attendance record
E) Notify Executives if they have missed meetings and are close to removal
F) Develop a Recruitment strategy
Vice President of Community Engagement shall have all the following duties and responsibilities:
A)Chair the Events Committee
B)Be part of the Fundraising Committee
C)Plan and execute events pertaining to Club activities
D)Work with the VP of Comms to advertise and invite people to events
E) Oversee and advance overall community engagement activities with the greater San Diego area.
F) Create and build working relationships with other community outreach organizations that align with the purpose of SBYD and the overall community as a whole.
G)Attend local planning and townhall meetings.
Secretary shall have all the following duties and responsibilities:
A)Be part of the Internal affairs Committee
B)Be part of the events Committee
C)Maintain records/minutes of all Club meetings
D)Ensure updated membership roster.
E) Create a contact form of community organizations as well as elected officials and community members.
Article X – Financial Regulations
The Club’s bank account must be signed by the Vice President of Finance
A) The President will co-sign all expenses with the Vice President of Finance
B) Any expense of more than $50 must have the signature of the President and Vice President of Finance
The Vice President of Finance must present a financial report to the General Body at least annually, and give monthly updates on status of budget.
All expenditures must be in line with the club’s mission.
ARTICLE XI – Elections, Endorsements and Voting
Elections of officers will be held at the first General Body Meeting of each year. All terms are for one year.
The order of elections will be as follows: President, Vice President, Vice President of Finance , Vice President of Communications, Vice President of Membership, Events Coordinator, and the members-at-large.
All contested officer elections must be held by secret ballot.
Officers are elected by majority of votes
An endorsement requires two-thirds (2/3) of the general body (in attendance) voting in favor of the endorsement. Any voting member may request a secret ballot election.
The VP of Comms and one assistant designated by the President will count the votes.
ARTICLE XII – Committees
There will be three standing committees. These committees will be the Internal Affairs Committee, Fundraising Committee, and Chartering Committee.
The Internal Affairs Committee will be tasked with:
A) Reviewing the Bylaws and all other Club governing documents a. In order for any changes be made to the Bylaws or other governing documents, it must be reviewed by this committee
B) Assist the Vice President of Finance in putting together an annual budget for the Club
C) Create and distribute any questionnaires for endorsements, and present answered questionnaires to General Membership
D) If necessary, oversee and facilitate impeachment hearings
E) Oversee any and all other matters considered Internal Affairs.
The Fundraising Committee will be tasked with:
A) Researching and recommending ways to increase the Club’s revenue other than by dues.
B) Plan, prepare and execute events throughout the year.
The Chartering Committee will be tasked to:
C) Reach out to new possible members and integrate them in SBYD
D) Design and implement new outreach strategies
E) Provide support to facilitate chartering of clubs on high school and college campuses.
The Chair or the Executive Board can form adjunct committees at any time for any reason they deem necessary.
Any member in good standing can form adjunct committees by submitting a committee description for the approval of the Chair or Executive Board.
ARTICLE XII – Impeachment & Expelling
Only the elected offices may be subject to impeachment. The Chair reserves the right to remove anyone from an appointed position, pending approval of the Executive Board. Procedures for impeachment will be as follows:
A) Any person holding an elected office within the chapter may be impeached if found guilty of failure to adequately perform his/her duties.
B) The person shall be notified of the charges against them no less than thirty days (30) prior to the meeting in which the impeachment will be discussed.
C) The Internal Affairs Committee will hear the testimony of the person or persons charged. a. The findings of the committee shall be presented to the General Membership for an impeachment vote.
A member may be expelled from the SBYD if:
A) He/she has engaged in work contrary to SBYD mission or damaged SBYD’s organization or reputation.
B) And ninety percent (90%) of the Executive Board, and ninety percent (90%) of the General Body in attendance vote for the expelling.
ARTICLE XIII – Bylaw Amendments
Amendments to these Bylaws must be submitted in writing to the Chair of the Internal Affairs Committee at least two weeks (14 days) prior to the meeting at which the amendment will be considered.
A) The Chair is obligated to place the amendment on the agenda for the committee which will then give a recommendation to the General Assembly and take a vote.
The amendment will be considered approved if a regular majority of the Executive Board and two-thirds (2/3) of the General Body (in attendance) vote in favor of the amendment.