1 BYLAWS OF THE CITY COMMITTEE OF THE REPUBLICAN PARTY OF CHESAPEAKE, VIRGINIA
2 TABLE OF CONTENTS ARTICLE I ARTICLE II ARTICLE III ARTICLE IV ARTICLE V ARTICLE VI ARTICLE VII ARTICLE VIII ARTICLE IX ARTICLE X ARTICLE XI Name Organization Objectives Membership Officers Meetings Executive Committee Committees General Provisions Construction Amendments Adopted: January 28, 1971 Amended: 1980, 1981 Amended and Restated: September 17, 1992 Amended: February 8, 2001 Amended: August 2002
3 Bylaws of the City Committee of the Republican Party of Chesapeake, Virginia ARTICLE I - Name The name of this organization shall be City Committee of the Republican Party of Chesapeake, Virginia (sometimes referred to herein as the Republican Party of Chesapeake, Chesapeake City Committee, or City Committee. ) ARTICLE II - Organization The City Committee is organized under and governed by the Plan of Organization of the Republican Party of Virginia (sometimes referred to herein as the Plan of Organization ). No action of the City Committee nor provision of these Bylaws shall conflict with the Plan of Organization, as amended from time to time. To the extent that there shall be a conflict between these Bylaws and the Plan of Organization, the provisions of the Plan of Organization shall prevail. ARTICLE III - Objectives The objectives of the Chesapeake City Committees are: 1. To promote and promulgate the principles of the Republican Party. 2. To encourage qualified candidates to run for public office. 3. To elect Republican nominated or endorsed candidates to public office. 4. To assist generally the citizens of the districts served by the Chesapeake City Committee. 5. To assist elected Republican officials in the execution of their responsibilities. 6. To be the administrative head of the Republican Party in the City of Chesapeake, Virginia. SECTION A: Qualifications. ARTICLE IV - Membership 1. All legal and qualified voters, regardless of race, religion, color, national origin, or sex, who reside in the City of Chesapeake, who are in accord with the principles of the Republican party, and who, if requested, express in open meeting, either orally or in writing, their intent to support all Republican nominees for public office in the ensuing election, may participate as members of the Republican Party of Chesapeake in its mass meetings, party canvasses, conventions, or primaries, encompassing their respective election districts, and are eligible for membership in the Chesapeake City Committee. 2. A person who has made application for registration and meets all other requirements of Section A, Paragraph 1, but whose name does not appear on the local registration books solely because of the books having been closed in connection with a local election, will nevertheless be deemed a legal and qualified voter.
4 SECTION B: Dues. Each member of the City Committee shall be required to pay reasonable annual dues, the amount of which shall be determined by majority vote of those members who are present and voting at a duly called meeting. Initially, the annual dues shall be TEN DOLLARS ($10.00) for full-time students, and TWENTY-FIVE DOLLARS ($25.00) for all others. Annual dues are due and payable on or before Jan 1 st of each year. Initial dues for members who join subsequent to August 31 st of a calendar year shall be TEN DOLLARS ($10.00) for the remainder of that calendar year. SECTION C: Composition. The City Committee shall consist of: 1. A Chairman. 2. Precinct Membership - There shall be not less than one member of the City Committee from each voting precinct, if practicable, with the exact number of members for each precinct to be determined by the City Committee on the basis of the combined Republican votes cast in the last preceding Presidential and Gubernatorial elections according to the following formula: one Committee member for each two hundred fifty votes or major factor thereof. 3. At-large Membership - The City Committee may elect additional members at-large, who shall not exceed in number twenty-five percent (25%) of the other members of the City Committee. 4. Ex-officio Membership - All publicly elected officials in the City of Chesapeake nominated or endorsed by the Republican Party of Chesapeake shall be additional members of the City Committee. SECTION D: Election. The members of the City Committee shall be elected: 1. a. At the city mass meeting, party canvass, convention or primary called for the purpose of electing delegates to the Biennial District Convention in the Fourth Congressional District of Virginia. They shall hold office until the next city mass meeting, party canvass, convention or primary called for the purpose of electing delegates to the Biennial District Convention in the Fourth Congressional District of Virginia, until successors are selected, or unless removed sooner. b. At any regular meeting of the City Committee upon recommendation of the Nominating Committee. They shall hold office until the next city mass meeting, party canvass, convention or primary called for the purpose of electing delegates to the Biennial District Convention in the Fourth congressional District of Virginia, until successors are selected, or unless removed sooner. 2. All candidates for the City Committee membership must complete a current application form.
5 SECTION E: Removal. 1. Any member shall automatically lose his or her status as a voting member of the City Committee who: a. Actively works against the election of the nominees of the Republican Party in any election. b. Fails to attend, either in person or by proxy, three consecutive duly called meetings. c. Fails to pay annual dues by March 31 st of each calendar year. d. Actively campaigns, fundraises, works on behalf of or endorses a candidate running against a Republican Party of Chesapeake endorsed or actively works against the election of the endorsed candidates of the Republican Party of Chesapeake candidate in all non-partisan local elections. 2. The Recording Secretary shall notify in writing such member of his or her failure to comply with the provisions of Article IV, Section E, Paragraphs 1b or 1c, within thirty days of such failure. 3. The Chairman, any officer, or member of the City Committee may be removed for cause from office by a two-thirds vote of the membership of the City Committee; provided, however, that such person shall be given thirty days notice in writing that such removal will be sought and the grounds upon which such action is based and signed by not less than onethird of the membership of the City Committee. Such person shall be given reasonable opportunity to appear and respond to the allegations. SECTION F: Appeal: Any person having been removed from the City Committee pursuant to the provisions of the preceding Section E may appeal the Executive Committee for reinstatement and such appeal may be granted for good and sufficient reason. SECTION G: Vacancies. 1. In the event of death, resignation, removal, or inability to act of the City Chairman, the Executive Committee shall call a special meeting of the City Committee to be held within thirty days for the purpose of electing a new City Chairman to fill the unexpired term. 2. Members may be elected to fill any vacancy at any regularly called meeting of the City Committee provided that notice of such existing vacancy shall be given with the call for the meeting. SECTION A: General. ARTICLE V - Officers 1. The officers of the City Committee shall be a chairman, elected at the mass meeting, party canvass, convention or primary, and the following officers who shall be elected for the City Committee membership at the first meeting of the City Committee following the election of the chairman and members of the City Committee:
6 a. Vice-chairman - Political Organization b. Vice-chairman - Programs c. Vice-chairman - Membership d. Recording Secretary e. Corresponding Secretary f. Treasurer 2. No paid members of campaign staffs or the paid staff of the Republican Party of Virginia shall be eligible to hold the offices of Chairman, Vice-chairman - Political Organization, Vice-chairman - Programs, or Vice-chairman - Membership. 3. The Chairman, any officer, or member of the City Committee may be removed for cause from office by a two-thirds vote of the membership of the City Committee; provided, however, that such person shall be given thirty days notice in writing that such removal will be sought and the grounds upon which such action is based and signed by not less than onethird of the membership of the City Committee. Such person shall be given reasonable opportunity to appear and respond to the allegations and has right of appeal to the District Committee. SECTION B: Duties of Officers. I. Chairman: a. Shall act as the official spokesman for the Republican Party of Chesapeake. b. Shall be responsible for the general execution and implementation of the programs and policies of the City Committee, commensurate with achieving the goals of the Plan of Organization. c. Shall issue calls for unit mass meetings, party canvasses, or conventions, and shall preside until a temporary organization is effected. d. Shall convene the unit committee when requested, but in no event less than once during a three month period, and shall preside at the meetings of the unit committee. e. Shall be responsible for sending written notice of the call for a City Committee meeting to all members of the Committee, said notice shall include the agenda for the meeting. f. Shall be responsible for providing a prescribed time and place, which shall be supervised by the Unit Chairman, or a designated representative, for filing such declaration of candidacy and petitions as my be required by state law of a candidate in any primary election. g. Shall represent the City Committee on the Fourth Congressional District Committee. h. Shall appoint a Parliamentarian of the City Committee. i. Shall appoint all temporary and special committees.
7 j. Shall order an annual audit of the financial records. k. Shall serve as an ex-officio member of all standing committees of the City Committee, except the Nominations Committee. 2. Vice-chairman - Political Organization a. Shall be in charge of the organization of all of the precincts in the City of Chesapeake. b. Shall appoint a chairman for each precinct and work to see that Precinct Chairmen are properly trained, instructed, and supplied. c. Shall maintain a current roster of precinct workers available for duty during elections and other functions of the Republican Party of Chesapeake. d. Shall serve as the chairman of the Candidate Canvassing Committee. 3. Vice-chairman - Programs: a. Shall act for the Chairman in his (or her) absence. b. Shall be in charge of programs and special projects as assigned by the Executive Committee. 4. Vice-chairman - Membership: a. Shall be responsible for recruiting party members. b. Shall perform such functions as shall be assigned by the Executive Committee. c. Shall serve as the chairman of the Nominations Committee. 5. Recording Secretary: a. Shall take minutes of all meetings of the City Committee and of the Executive Committee and keep them in his or her custody in a recorded minute book to be transferred to successive Recording Secretaries of the City Committee for archival purposes. b. Shall have available for reference at all meetings current copies of the City Committee Bylaws and the Plan of Organization. c. Shall keep an accurate list of the attendance of the membership at all meetings and shall notify the Chairman when a member becomes delinquent pursuant to Article IV, Section E, Paragraph lb of these Bylaws. d. Shall upon the death, resignation, removal from office, or inability to act of the Chairman call a special meeting of the Executive Committee within ten days of the vacancy to act on setting a date for the meeting of the City Committee to be held within thirty (30) days of such Executive Committee meeting for the purpose of electing a new Chairman for the unexpired term.
8 e. Shall deliver all official records to his (or her) successor within ten days of the expiration of his or her term. 6. Corresponding Secretary: a. Shall prepare correspondence as directed by the Chairman and Executive Committee. b. Shall mail all meeting notices at the direction of the Chairman or upon petition of one-third of the members of the City Committee. c. Shall keep on file all communications received and copies of all communications sent. d. Shall keep an accurate list of the names and addresses of all members of the City Committee and shall provide all members of the City Committee with a copy of same. e. Shall upon the death, resignation, removal from office, or inability to act of the Chairman, at the direction of the Executive Committee, issue a call for a special meeting of the City Committee for the purpose of electing a new Chairman for the unexpired term. f. Shall deliver all official records to his (or her) successor within ten days of the expiration of his or her term. 7. Treasurer: a. Shall be responsible for the safekeeping and disbursement of all City Committee funds. b. Shall be authorized to distribute funds under the following conditions: (i) In accordance with an annual budget approved by the City Committee at a regularly called meeting, provided adequate funds are on hand to meet any priority obligations as established by such budget. (ii) By authority of the Executive Committee at a duly called meeting, provided a source of funds to meet other obligations is clearly identified. (iii) Upon the authority of the Chairman or any two Vicechairmen, provided the total expenditure does not exceed the sum of $ c. Shall open a bank account in the name of the City Committee of the Republican Party of Chesapeake, Virginia and shall have the authority to make deposits and withdrawals from such account.
9 d. Shall present at each City Committee meeting a report covering the period since the preceding meeting. e. Shall present an annual report to the City Committee at the end of the calendar year. (i) The Treasurer s books shall be audited by two persons designated by the Chairman. (ii) The audit is to be certified as to correctness to the City Committee, with a copy to the Treasurer. f. Shall keep proper records, which are to be open to inspection by any member of the City Committee at all reasonable times and upon reasonable notice. g. Shall deliver all official records in his (or her) possession to his or her successor within ten days of the expiration of his or her term. h. Shall serve as a member of the Finance Committee. SECTION A: General. ARTICLE VI - Meetings 1. The City Committee shall meet monthly. 2. The Chairman may, with the concurrence of two officers of the City Committee, cancel a regularly scheduled meeting of the City Committee, but in no case will more than two consecutive meetings be canceled. 3. The City Committee shall formally adopt the operating budget at its regularly scheduled June meeting. SECTION B: Notice. Meetings of the City Committee shall be held upon seven days written notice, with agenda enclosed, to the membership as recorded on the official membership list prepared and maintained by the Corresponding Secretary. SECTION C: Proxies. A member of the City Committee may be represented at an City Committee meeting by a proxy, subject to the following conditions: 1. No individual may cast more than one vote at any meeting which he or she attends. 2. Any person who acts as proxy for another must meet the qualification for membership on of the City Committee as stated in Article IV, Section A(1) of these Bylaws.
10 3. All proxies shall be in writing, signed by the maker, substantially in the following form: I, (name of City Committee member) of (address) do hereby appoint (name of proxy) of (address) my attorney-in-fact, to vote as my proxy at a meeting of the City Committee of the Republican Party of Chesapeake, Virginia to be held on the (day of month) day of (month), (year), or at any adjournment thereof, upon any question that may come before the meeting, with all the power I should possess if personally present. Signed this day of, 20 Signature Witness Address 4. Any proxy may be withdrawn by the Committee member giving the proxy at any time prior to its exercise. SECTION D: Voting by Ballot. At any election when there is more than one candidate for City Committee office, the vote shall be taken by paper ballot accomplished by roll call of the membership of the City Committee with each member coming forward to cast the paper ballot when his or her name is called. SECTION E: Quorum. A majority of the voting members of the City Committee shall constitute a quorum for the transaction of business. Any action taken without a quorum shall be deemed valid in the absence of a quorum call. SECTION A: Membership. ARTICLE VII - Executive Committee The Executive Committee shall consist of: 6. Voting members: City Chairman b. Vice-chairman - Political Organization c. Vice-chairman - Programs d. Vice-chairman - Membership e. Recording Secretary f. Corresponding Secretary g. Treasurer
11 Immediate past Chairman (if a resident of Chesapeake and a member in good standing of the City Committee) 2. Non-voting members: a. Chairmen of Standing Committees b. All publicly elected officials in the City of Chesapeake nominated or endorsed by the Republican Party c. All Republican members of Chesapeake Boards and Committees SECTION B: Duties. The Executive Committee shall carry on the business of the City Committee in conformity with the policies and programs of the Republican Party. It shall have the general power to administer the affairs of the City Committee between business meetings and shall report its actions to the City Committee. SECTION C: Voting. A majority of the voting members of the Executive Committee shall constitute a quorum for the transaction of business. SECTION D: Meetings. Meetings of the Executive Committee will be held monthly, insofar as practical, upon the call of the Chairman or of four voting members of the Executive Committee. SECTION A: General. ARTICLE VIII: Committees 1. Terms of Standing Committee members shall run concurrently with that of the City Committee Chairman. In the event that the Chairman vacates his or her office prior to the expiration of the normal term, then terms of Standing Committee members shall automatically expire. 2. The term of any member of a Standing Committee may be terminated at the discretion of the Chairman as exercised at any regularly scheduled City Committee Meeting. 3. There shall be the following Standing Committees, the members of which shall be appointed by the Chairman, as soon as practical after his or her election, with the approval of the majority of the Executive Committee, unless otherwise provided: a. Nominations b. Finance c. Public Relations d. Candidate Canvassing e. Community Service
12 4. Additional special committees may be appointed as deemed advisable by the Chairman or the Executive Committee. 5. The Chairman shall be an ex-officio member of all such committees except the Nominations Committee, and shall fill any vacancy as it may occur. 6. A majority of the members of each Standing Committee shall constitute a quorum authorized to transact business. SECTION B: Nominations Committee. 1. Shall consist of the Vice-chairman - Membership and at least four other members of the City Committee. 2. Shall seek out those persons in the City Committee who, in their opinion, are the most qualified to hold office or position, and make such reports as concerning these persons as it shall deem appropriate. 3. Shall prepare and distribute pre-filing forms and receive and process nominations submitted thereon prior to the deadline set by the City Committee for election as: a. Member of the City Committee b. Officer of the City Committee c. Delegate to city, district, and state conventions, and d. Candidate for election to public office 4. Shall bring to the City Committee names of City Committee members who should be removed for actions stated in Article IV, Section E. SECTION C: Finance Committee. 1. Shall consist of a Finance Chairman, the Treasurer, and at least five other members of the City Committee. 2. Shall formulate plans to raise funds: a. For the operation of the City Committee. b. For the conduct of general election campaigns falling under the jurisdiction of City Committee. 3. Shall coordinate fund-raising efforts with the District Committee and State Central Committee. 4. Shall prepare and submit a proposed operating budget to the City Committee prior to the regular January meeting of the City Committee. SECTION D: Public Relations Committee. 1. Shall consist of the Corresponding Secretary and at least 3 other members of the City Committee.
13 2. Shall work to enhance the image of the Republican Party through: a. Voter education. b. Dissemination of information about Party policies and activities. c. Publicity efforts in support of Republican candidates (in coordination with Republican candidates, campaign committees, and managers). SECTION E: Candidate Canvassing Committee. 1. Shall consist of the Vice Chairman - Political Organization and at least six other members of the City Committee. 2. Shall seek out qualified persons to run for public office in those elections falling under the jurisdiction and/or concern of the Republican Party of Chesapeake. 3. Shall sponsor programs designed to make Republican Party philosophy and goals available to all citizens in an effort to stimulate the growth of the Party, and as a result, bring forward more potential Republican candidates for office. SECTION F: Community Service Committee. 1. Shall consist of the Vice-chairman - Political Organization and four other members of the City Committee. 2. Shall continually monitor pending appointments on the local, state, and national levels and disseminate information to the City Committee members. 3. Shall take all steps necessary to assure that qualified Republicans residing in the City of Chesapeake are duly nominated and supported for appointment by the appropriate authority to fill all vacancies on city boards and commissions. 4. Shall maintain a list of Chesapeake Republicans qualified to fill vacancies on city boards and commissions. SECTION A: Nomination of Candidates. ARTICLE IX - General Provisions 1. When a mass meeting, convention, or primary call for the purpose of nominating a candidate or candidates for local office fails to nominate such candidate or candidates, the City Committee is hereby empowered to nominate such candidates by a majority vote of the established quorum of the City Committee.
14 2. The City Committee shall have the authority to endorse candidates for local office in nonpartisan contests where candidates are not placed on the ballot through the nominating process. 3. The City Committee shall not endorse any candidate for local office in nonpartisan contests unless said candidate is a member in good standing of said Committee. SECTION B: Delegates to District and State Conventions. All delegates and alternate delegates to conventions from the Republican Party of the City of Chesapeake shall be certified and shall cast their votes under the full-vote or non-full vote rule as directed by the mass meeting. 1. Full vote means the delegates present and voting at the Convention may cast the full vote of the delegation with proportionate weight given to majority and minority vote. 2. Non-full vote means that each delegate will only be entitled to the vote for which he or she is certified. ARTICLE X - Construction gender. The use of nouns and pronouns within these Bylaws shall be construed to denote either ARTICLE XI - Amendments These Bylaws may be amended by a two-thirds vote of those members of the City Committee who are present and voting at a duly called meeting, provided that a copy of such proposed amendments shall be mailed to the membership along with the official notice of such meeting.