MANUAL FOR DEMOCRATIC CLUBS

Transcription

1 MANUAL FOR DEMOCRATIC CLUBS Published by the San Diego County Democratic Party 8340 Clairemont Mesa Blvd., Ste. 105 San Diego, California Telephone: (858) Fax: 858) Website:

2 Acknowledgments This manual has been updated to provide assistance in the development and growth of new or existing Chartered Democratic Clubs in San Diego County. After the major revision in 1995, technology grew by leaps and bounds and our County Party developed many new and effective programs leading to our major revision in Further changes are now reflected. The San Diego County Democratic Party and the Council of Clubs thanks everyone who provided input for our latest revision. Revision: November 1,

3 TABLE OF CONTENTS 1. STATE AND COUNTY DEMOCRATIC PARTY California Democratic Party Organization San Diego County Democratic Party (SDCDP) CLUB GOALS ESTABLISHING A CLUB Formation Type of Democratic Club Geographic Area Based Clubs Affinity Based Clubs Step-by-Step Approach to Establish a Club Identify Key Democrats Holding the First Meeting Meeting Goals Opening a Bank Account CHARTERING MEMBERSHIP REQUIREMENTS CLUB ORGANIZATION Executive Board Officers President Vice President Secretary Treasurer Committees Political Action Chair Membership Chair Fund Raising Chair Special Events Chair Communications Chair Hospitality Chair Program Chair Webmaster Appointed Committees Nominating Committee Audit Committee Newsletter Editor Parliamentarian MEETINGS Location Agenda/Content Speakers CLUB FINANCES Budgeting Dues Audits Fund Raising

4 8.4.1 Large Fund-raisers Small Fund-raisers COMMUNICATIONS Newsletters Content Style Mailing Phone Tree Press Releases PERMANENT ADDRESS Post Office Box Phone Line POLITICAL ACTION Candidate Development Endorsements Candidate Support Voter Registration Get-out-the-Vote (GOTV) Precinct Organization (Go-Team) Local Campaign Headquarters Soliciting Campaign Volunteers Recognition and Thanks LEGAL REQUIREMENT Campaign Finance Reporting Federal Requirements State Requirements City and County Requirements Insurance Bylaws SDCDP (CENTRAL COMMITTEE) Purpose Membership Categories Regular Members Ex-Officio Members Alternate Members Associate (Non-voting) Members Membership Term Fees Appendix A: Sample bylaws -(CLUB NAME) BYLAWS Appendix B: Charter Application -(New/Renewal) Appendix C: Sample Club Membership Application Appendix D: Sample Letters Appendix E: Notes on Club Development Appendix F: Council of Clubs Mission Statement and Standing Rules Appendix G: Suggested Ground Rules for Successful Meetings Appendix H: Suggested Guide for Club Candidate and Proposition Endorsements 33 4

5 MANUAL FOR DEMOCRATIC CLUBS 1. STATE AND COUNTY DEMOCRATIC PARTY ORGANIZATION 1.1 California Democratic Party Organization. Executive Board * Officers * Members of Congress * Statewide Officials * Legislators * Standing Committee Chairs * Caucus Chairs * DNC * County Committee Representatives * AD Representatives * CA Democratic Council President * CA Young Democrats President California Democratic Party Organization Democratic State Central Committee (DSCC) * Elected Officials and Nominees * Assembly District Delegates * County Committee Delegates Standing Committees * Credentials * Finance Members of the U.S. Congress County Central Committee Assembly District Caucuses * Legislation * Affirmative Action Representatives * Organizational Development * Platform * Resolutions * Rules * Voter Services California Statewide Elected Officeholders Caucuses/Statewide Groups * African-American * Arab American * Asian Pacific Islander California Legislators Democratic Clubs * Business & Professional * Labor * Chicano Latino * Native American * Children's * Progressive * Computer & Internet * Rural * Disabilities * Senior * Environmental * Veterans * Filipino American * Women * LGBT * California Democratic Council * Irish American * Young Democrats 5

6 1.2 San Diego County Democratic Party (SDCDP) Organization. The following chart shows the relationship between the Central Committee, the Committee officers, Standing Committees, the Council of Clubs and County Democratic Clubs. Clubs are represented on the Committee by the Director of Democratic Clubs. Club presidents, or other designated club members, may be associate (non-voting) members of the Central Committee. Committee membership requirements are described in Section 13. San Diego County Democratic Party Organization Officers/ Executive Board Chair Vice-Chair Central Vice-Chair East Vice-Chair North Vice- Chair South Secretary Controller Director of Administration Director of Democratic Clubs Director of Communications Director of Fundraising Director of GoTeam (WIP) Director of Outreach Immediate Past Chair AD Caucus Chairs of AD's not otherwise represented on the Executive Board San Diego County Democratic Party Central Committee Regular Members //////////////////////////// Ex-Officio Members ///////////////////////////////////////// Alternate Members ////////////////////////////////////////////////////////////// /////////////////////////////////////// Associate (Non-voting) Members (May vote at Area Meetings) Special Committees e.g. Administration Fundraising Grassroots Organizing Media Relations Other Council of Clubs Democratic Clubs 6

7 2. CLUB GOALS The primary goal for establishing a club is to strengthen the Democratic Party by building and organizing capable and experienced leaders and volunteers. Other goals are to foster democratic ideals by stimulating an active interest in the Democratic Party; to contribute to party leadership and responsibility; to provide constructive roles for volunteers in Democratic politics; and to promote an active base. These goals are achieved through: a. Voter Education h. Fund Raising b. Go Team Participation i. Party Involvement c. Voter Registration j. Input to/from Candidates and Incumbents d. Political and Social Events k. Community Outreach e. Candidate Recruitment & Support l. Endorsing candidates. f. Party Platform Support m. Media Response g. Club Speakers n. Local, State and National Issues 3. ESTABLISHING A CHARTERED CLUB 3.1 Formation. Any Democrat can start a Democratic club. One person can start the ball rolling by identifying a few other local Democrats who are willing to find prospective members and to set up one or more meetings Type of Democratic Club. Democratic clubs generally represent Democrats in one geographic area. Clubs may also be organized to serve an affinity group of Democrats Geographic Area Based Clubs. Most clubs are organized to serve members who live in a certain geographic area. Members address issues related to that area and directly support the campaigns of Democratic candidates within that area Affinity Based Clubs. Democrats who are concerned with a particular issue such as business, disabilities, environment, education, GLBT rights, health care, housing, jobs, and veterans often wish to be members of an affinity based club. Benefit may also be found in clubs of shared backgrounds of gender, age, ethnicity, or focused on groups such as college students and high school students. 3.2 Step-by-step Approach to Establish a Club. Help is available from the Director of Democratic Clubs. The Council of Clubs Mission Statement and Standing Rules are found in Appendix F. A Democratic club that has official recognition and conforms to federal and state campaign finance reporting requirements can participate with Democrats at higher organizational levels. (e.g. President serves as associate on central committee.) 7

8 3.2.1 Indentify Key Democrats. Whether you start as a committee of one or a few, Democratic clubs need a strong membership base to be successful. First contact Democratic friends, then locate other Democrats such as precinct and campaign volunteers, civic or social leaders, elected officials or contributors. Contact the Director of Clubs if you need help. A personal touch is important during club organizing, so rather that send s, it is recommended that invitations be mailed to prospective members or you may wish to use the phone. Also, the Facebook event pages are a good way to recruit members and to spread the word about club formation Holding the First Meeting. Invite likely leaders and potential leaders that may help develop a new Democratic Club. Plan your first meeting with an agenda that will give very busy people a reason to attend, and when they arrive, make sure they feel welcome. The meeting time and location should be generally convenient; the site should be accessible for the physically challenged Meeting Goals. When convening for the first time, present those attending with compelling reasons to form a Democratic group. Goals of the first meetings should include: a. Decide to form a Democratic club b. Determine the type of club (geographic or affinity) c. Establish an organizing committee (serve until board is elected) d. Review the resources of the San Diego County Central Committee e. Schedule future meetings f. Assign specific tasks for the next meeting (action plan) Opening a Bank Account. Apply for an Employer ID Number (EIN) to open a club bank account. That can be done on line by going to printing out Form SS-4, filling it out as a political organization, and sending it in. However, a faster method can be done electronically. Just apply at answer questions as a political organization, get EIN upon completion, download, save and print your EIN confirmation notice. Once club officers have been elected, provide the EIN to open a bank account. 4. CHARTERING The San Diego County Democratic Party (SDCDP) charters Democratic clubs in San Diego County. At least 20 registered Democrats, or persons who intend to so register when eligible to do so, are required to obtain a charter. Membership must be non-discriminatory. After the bylaws have been adopted, a club can apply for chartering. An application (see Appendix B), along with officer list, membership list, and copy of the adopted by laws is submitted to SDCDP with initial annual dues of $ Checks are made payable to the SDCDP. Youth based clubs may request a waiver of dues. Democratic Club Charters must be approved by the SDCDP Executive Board or the Central Committee. Club charters must be renewed annually on January 1 st, using the application provided in Appendix B. At that time, an updated list of names, officers, and annual dues shall be submitted. Since the fiscal year is 1 January to 31 December; dues are prorated at the rate of $5.00 per month for new clubs during their second year. Chartering entitles the club president, or other club designee, 8

9 to an associate membership in the San Diego County Democratic Party Central Committee. (See Appendix E for additional notes on club development.) 5. MEMBERSHIP REQUIREMENTS To qualify for club membership an individual must be a registered Democrat and must support the principles of the Democratic Party, as stated in the Democratic platform, and pay established dues. Clubs may also permit club membership to non citizens and minors who commit to registering as Democrats once eligible to vote, or non-voting associate status to eligible voters who are registered as Decline to State. Club membership must be open to all Democrats regardless of race, religion, national origin, gender or sexual orientation. Clubs will accept members from any geographic area and any affinity group. A qualified individual may be a member of more than one club. A typical membership application may be found in Appendix C. An invitation to join the club should be extended to SDCDP members, State Central Committee members, elected and appointed officials and precinct workers who reside in the geographic area. A member may be removed from membership either for nonpayment of dues, or by a 2/3 vote of the Executive Board if during his/her term of membership said member violates the club bylaws, causes harm to the reputation and/or finances of the club, registers as a member of another party, publicly avows preference for another party, publicly advocates that the voters should not vote for the endorsed candidates of the Democratic Party, or publicly gives support to or avows a preference for a candidate nominated by another party. If a club fails to remove a member for cause, the club s charter may be at risk. 6. CLUB ORGANIZATION 6.1 Executive Board. The Executive Board consists of the elected officers. Officers are elected by the membership and normally include the President, Vice President, Secretary and Treasurer. As the club develops, other positions or committees may be established in order to meet club needs and encourage broad participation in club activities. Committee chairs may also serve on the Executive Board according to bylaws. The suggested responsibilities of elected officers are: Officers President a. Preside over all meetings of the club and its Executive Board b. Make appointments to non-elected positions as required c. Act as official spokesperson of the club d. Stimulate active interest in the political process e. Provide constructive roles for members to become active participants and volunteers. f. Demonstrate effective leadership and individual responsibility. g. Promote harmony within the club membership, between other clubs and within the San Diego County Democratic Party 9

10 Vice President a. Serve at the direction of the President b. Preside at meetings if the President is unable to, or is requested to by the President, c. Arrange for meeting locations and speakers (may be delegated). d. Chair the Annual Audit Committee Secretary a. Take and maintain minutes of general and Executive Board meetings. b. Prepare internal and external correspondence as required by bylaws Treasurer a. Collect dues from the membership b. Receive and deposit moneys received in club s bank account. c. Sign all checks as authorized by the Executive Board d. Maintain an accurate record of club receipts and disbursements e. Make the record of club receipts and expenditures available upon request by a member. f. Provide a report of club financial status at the club meetings as required by bylaws. g. Provide an annual written report of club financial status to the membership. h. File appropriate Federal and State campaign disclosure reports. i. Make the club financial records available to the club s Audit Committee annually. j. File all necessary income tax forms, if required. k. See that the club meets federal, state and local political campaign reporting requirements Committees As the club develops, committees may be needed. Committee Chairs who will serve on the Executive Board may be elected or appointed according to club bylaws. Members needed to assist in accomplishing the committee s mission are appointed by the committee chair. The following is a list of possible committees and their missions. Leadership roles for major tasks may be assigned to other club volunteers.* Political Action Chair a. Organize public event participation b. Identify local issues that require action c. Conduct legislative lobbying on issues d. Promote SDCDP Voter Registration Team Club Coordinator* e. Promote SDCDP Go-Team Club Coordinator* f. Support candidate recruitment. g. Promote SDCDP Get-out-the-vote (GOTV) organization 10

11 Membership Chair a. Recruit new members b. Maintain membership records c. Encourage membership renewal d. Greet new attendees, pass out name tags, and log all attendee s names Fund Raising Chair Plan and implement club or other fund raising events/activities. Coordinate efforts with SDCDP events when appropriate Special Events Chair Organize club participation at fair booths, rallies, parades and other events. Coordinate efforts with other committees and/or clubs when appropriate Communications Chair Prepares or otherwise arranges for club newsletter and press releases. Also, encourages members to submit timely letters to the editor Hospitality Chair Ensure that refreshments are available at the club meetings, as appropriate Program Chair Ensure that timely and interesting programs are scheduled for club meetings Webmaster Develops and/or maintains the club website. 6.2 Appointed Committees. Other committees may be appointed by the president, subject to ratification by the Executive Board. The mission of these committees shall be assigned by the Executive Board Nominating Committee The Nominating Committee submits a slate of candidates for offices prior to each annual election meeting. The Nominating Committee normally consists of both Executive Board and non-board members. The non-board members of the Committee are selected by the outgoing nominating committee and should serve one year Audit Committee The Audit Committee, which is normally chaired by the Vice President, reviews the club s financial records annually and reports results to the Executive Board in Writing. 6.3 Newsletter Editor. Prepares and arranges for printing and distribution of the club newsletter under the direction of the Communications Chair. Newsletters may be distributed by mail, or as club website link. 11

12 6.5 Parliamentarian. The parliamentarian answers questions that may arise during meetings concerning conformity to the current edition of Robert s Rules of Order. 7. MEETINGS Short, lively and interesting meetings are incentives for membership participation. Clubs are encouraged to participate in identifying issues of interest to the local community. Clubs can provide arguments for and against issues and develop appropriate positions in letters to editors, candidates, and elected officials. 7.1 Location. Meetings are usually held monthly, at times and places convenient for members. Possible meeting locations may include municipal, county and state office buildings, libraries, schools, recreation centers, churches, clubs, banks, savings and loans, union halls and business facilities as well as members homes. Some locations may be free while others may assess only nominal charges. Club meetings and event sites should be wheelchair accessible. 7.2 Agenda/Content. Prior to each membership meeting, officers should distribute an agenda. This will keep the meeting running smoothly and rapidly. Meetings that exceed two hours usually discourage member attendance. Previous meeting minutes, Executive Board minutes, club committee reports, and SDCDP events may be part of the agenda. Old and new business to be considered by the members is typically included. Refreshments may be provided. 7.3 Speakers. Elected officials, colleges, public interest groups, unions and journalists are excellent sources for speakers. Newsletters from other clubs and the Council of Clubs meeting are excellent idea sources. Also, check with the Director of Clubs to see if a speakers list is available. 8. CLUB FINANCES 8.1 Budgeting. Well managed clubs begin each year by adopting a budget. Budgeting starts with a listing of all anticipated club expenses for the year. These may include refreshments, printing, telephone, postage, post office box, bank charges, supplies, public event participation expenses, club charter fees, candidate support, meeting hall expenses, and awards. The board must decide how funds to meet projected expenses are to be raised. Sources of funds include dues, contributions, and large and small fund-raisers. 8.2 Dues. Dues are usually designed to cover meeting, newsletter and mailing expenses. The dues amount is recommended by the officers and approved by the membership. Most clubs keep dues relatively low to increase membership, with varying levels such as individuals, families, seniors, angels, and/or benefactors. Annual dues presently range from $10 to $40 for individuals, $15 to $70 for a family, with 12

13 opportunities for joining at a higher level for increased giving (see Appendix C, Sample Club Membership Application). 8.3 Audits. An annual audit of the club s financial records will be conducted by the Audit Committee (Section 6.3.2). 8.4 Fund Raising Large Fundraisers. Many clubs sponsor one or more large fund-raisers each year. These may be dinners, auctions, picnics, theater parties, pot lucks, etc. Candidates and elected officials may welcome the opportunity to participate in these events. Clubs may wish to co-sponsor a large fund-raiser in order to share the workload and produce larger crowds, which may enable attraction of a major speaker Small Fundraisers. Every meeting can be an occasion for a small fundraiser. Door prizes can be raffled, and lottery tickets sold and works of art auctioned. Donation boxes can be used to defray refreshment and meeting hall costs. Clubs are encouraged to use imagination in designing fund-raisers and to share their ideas with other clubs. However, do not discourage attendance by constant pressure to contribute. 9. COMMUNICATIONS 9.1 Newsletters Newsletters and fliers are important communication tools. They are an excellent way to keep members informed, involved and motivated. They can also help recruit new members. The most cost effective way of distributing club news is via electronic newsletters. Some clubs have a combination of electronic and printed newsletters. Otherwise, they can be produced by computer, reproduced at low cost by photocopy or local print shop, and distributed by mail. If newsletters are distributed by mail, club financial and member resources determine whether they are published monthly or quarterly Content. Newsletters should contain a calendar listing future meetings and other Democratic events. They may contain articles on club activities or issues of public interest in the community, contact information for club officers and public officials; and feature stories on local Democratic candidates and outstanding club members increases interest and involvement. Newsletters may include a membership application form. Sample newsletters are available from the SDCDP Style. Newsletter styles vary from club to club; they are often printed on both sides, on various paper colors and sizes, and folded in various ways to achieve eye appeal and eliminate need for envelopes Mailing. Although newsletters may be hand addressed, most clubs use computer generated mailing labels. Some clubs use a mailing committee to fold, label, stamp, and mail their newsletters. Information concerning 13

14 bulk mailing requirements and rates may be obtained from your local Postmaster or on-line. By requesting address corrections and guaranteeing return postage it is possible to keep your mailing list updated at low cost. Clubs are requested to send copies of their newsletters to the SDCDP, Director of Clubs, and to presidents of other clubs using a list of club mailing addresses. 9.2 Phone Tree. When club members do not have access to , a phone tree consisting of volunteer members is a helpful and effective way to remind them of meetings, notify them of changes which occasionally occur, and communications about events that may happen between meetings or on short notice. Members will greatly appreciate such calls. 9.3 Press Releases. Information concerning club positions and events is communicated to the media through press releases and distributed electronically or by mail. Authority to issue or approval required in accordance with bylaws. A sample press release format is provided in Appendix D PERMANENT ADDRESS 10.1 Post Office Box. It is recommended that clubs establish a post office box which will carry over when new officers are elected and prevent misdirected or lost mail Phone Line. Larger clubs may choose to install a business line into the club president s (or designated member s) home. This has the advantage of providing a listing in the telephone directory and making current club information available on an answering machine; this can be very important during election years. A designated pre-paid cell phone is an affordable alternative to a land line. Answering machine or voic may also be considered. 11. POLITICAL ACTION 11.1 Candidate Development. Strong Democratic candidates whose names are widely and favorable known are essential to the success of the Democratic Party. It is advisable for clubs to work with the SDCDP to identify and develop viable candidates. An effective means of candidate development is in seeking election or appointment to a lesser office or an advisory committee, water district or school or hospital board. These offices may be uncontested, or if contested, won with a relatively small, organized voter turnout. Then, with added name recognition and an established record there is a definite advantage in seeking higher office. The Radical Right has been quite successful in this way. 14

15 The Registrar of Voters (ROV) at 5201, Ruffin Road, Ste. I can provide listing and filing requirements for offices available in the club s geographic area. ROV information is also available on their Website at Other information including the term and its compensation is also available. But, check with the SDCDP at first to see if the information is already available Endorsements. California law makes it possible for clubs to endorse candidates for office in partisan and non-partisan races for both primary and general elections. While the power to endorse candidates can greatly strengthen a club s influence, it should be used with discretion. A vigorous, thoughtful and democratic process must be used for making endorsements by the club membership. See Appendix H for greater detail. Regional Directors hold CDP pre-endorsement conferences for AD, State Senate and Congressional candidate endorsements. Chartered clubs get one representative per 20 members who reside in an assembly district. SDCDP Area vice chairs meet with other Democratic leaders and activists (such as Club Presidents) in four areas of the county (North, South, East, and Central) to identify, vet and recommend endorsements to the SDCDP Central Committee. More information is available from the Director of Clubs or the Vice Chair in your area Candidate Support. Democratic candidates can be assisted through circulating nominating petitions, volunteering (precinct walking, phone banks, office work), fund raising, distributing literature and by encouraging support for a candidate or the entire Democratic ticket. Make sure to be well informed of the legalities regarding donations by clubs. Detailed guidelines for compliance with state, city and county requirements are available from the ROV Voter Registration Democratic voter registration is one of a club s primary year-round activities. One club member is needed to serve as Club Coordinator to work with the SDCDP Voter Registration Team and club members to host their club s booth at appropriate geographic or affinity events, fairs or other viable locations. Some members may wish to assist the team at the monthly swearing in ceremonies of new citizens in downtown San Diego. To enable the SDCDP to electronically track our success, obtain voter registration forms at the SDCDP office and determine whether completed forms should be processed through headquarters or turned in directly to the ROV. This depends on the election cycle Get-out- the-vote (GOTV) This is an important election year function and club members should participate in GOTV activities. Some elections are lost or won by only one vote per precinct. Consequently, each Democratic vote is 15

16 vital. Methods to get out the vote include poll-watching, door hangers and telephone calls. Providing drivers and baby sitters may also be helpful. Clubs are encouraged to get all members to request vote by mail. Voting by mail often means the difference between winning and losing an election. It can increase Democratic turnout, avoid a last minute change of mind due to advertising blitzes, spread the club s GOTV effort over a longer period of time and ensure that unforeseen emergencies do not prevent voting on Election Day. Check with SDCDP about GOTV opportunities Precinct Organization (GOTeam). The SDCDP GOTeam is designed to place a Democratic leader in every precinct of San Diego County. Because clubs are one of the best sources for volunteers, especially at the precinct level, each club should assign one member to recruit club members to join the GOTeam. Volunteers have an opportunity to be trained in and participate at several levels. The effective precinct leader is friendly and helpful with all voters, regardless of registration. He/she is proud to be a Democrat and typifies the Party ideals. Each precinct leader undergoes training by a SDCDP community coordinator, who also provides the tools required to provide information to, or gather information from, neighbors. Most precinct leaders will visit every eligible Democrat, Decline to State, or liberal-leaning voter in their precinct at least twice a year. Voter registration forms, doorhangers, campaign literature and other information are commonly distributed. Volunteers who are unable to physically visit neighbors may make phone calls or update data. Each community coordinator is led by a regional coordinator who is responsible for further supporting and expanding the GOTeam effort. Statistical results of this ongoing program prove the Go-Team s value in turning our County Blue. Remember, new activists and club members are often found when first visited by a precinct leader Local Campaign Headquarters. In conjunction with the SDCDP, other clubs and national and state candidates, it is our goal to establish a local campaign headquarters in every major community in San Diego County, at least during presidential years. It is expected that clubs will assist in staffing and financing these headquarters Soliciting Campaign Volunteers. Volunteers may include non-democrats as well as Democrats who do not wish to become club members. They should be supervised by club members so that their activity is consistent with club objectives Recognition and Thanks. Club members and volunteers receive no compensation for their efforts; therefore their rewards are recognition and gratitude as well as their satisfaction when Democratic candidates are elected. Outstanding volunteers may be recognized with awards presented at club meetings, or at the SDCDP annual awards dinner. 16

17 12. LEGAL REQUIREMENTS 12.1 Campaign Finance Reporting. Democratic clubs are responsible for filing their own financial statements for money raised and spent for political campaigns. Federal and state campaign finance reporting requirements call for stringent accounting of campaign contributions and expenses and strict segregation of money spent for federal campaigns and state campaigns. The Federal Election Commission (FEC) provides formulas to follow for allocating expenses such as headquarters operations between federal and state campaigns when the expenses cannot be identified to a specific candidate. Organizations will find it helpful to request the necessary forms when it seems likely that the thresholds will be raised or spent in order that the group s accounting follows the format of the reporting forms Federal Requirements. Rules for filing campaign finance statements for federal elections are found in the Code of Federal Regulations (CFR) adopted by the FEC. Under Federal Rules, a local party organization must register with the FEC as a party committee only after its activity exceeds one of three thresholds: 1. More than $1,000 received or expended to influence Federal elections. 2. $5,000 for contributions received. 3. $5,000 spent for exempt activities. Copies may be obtained from the Government Printing Office or may be provided along with FEC forms requested. Any local committee of a political party is considered to be a political committee if it receives or spends $5,000 in a calendar year, or makes contributions or expenditures of more than $1,000 in a year. Political committee treasurers are responsible for filing the appropriate forms, which may be obtained from Federal Election Commission, 999 E St. NW, Washington, DC The Statement of Organization is due 10 days after the group becomes a political committee either by declaration or by reaching the money threshold. The financial reporting form for a political committee is FEC Form 3-X. Copies of the FEC forms also are to be sent to the California Secretary of State State Requirements. Under California Law, if $1,000 is received in a calendar year for political purposes by a Club it qualifies as a political committee. Political purposes include contributions to State and local Candidates and ballot measures, independent expenditures for State or locals candidates and ballot measures; and conducting partisan voter registration or GOTV activities. The Fair Political Practices Commission (FPPC) regulates State campaign finance reporting. A Statement of Organization (Form 410) must be filed within 10 days of reaching the $1,000 threshold. Actual finance reports are submitted on Form 420. Contact or call 866-ASK-FOOC (toll free) City and County Requirements. Municipal and county ordinances limit or prohibit contributions by committees in city or county elections. Registration and reporting are required. Contact the San Diego City Clerk s office at cityclerk@sandiego.gov to obtain a copy of the San Diego Municipal Code, Chapter 2: Government, Article 7, Division 29. Contact the County Registrar of Voters office at rovmail.rov@sdcounty.ca.gov or 17

18 call to obtain Ordinance No amending Title 3, Division 2, Chapter 9. Election Campaign Finance & Control Insurance. Groups should consider carrying insurance if they maintain a headquarters or conduct activities that involve some liability. Insurance coverage may be purchased through the California Democratic Party. Call SDCDP for clarification of unique circumstances Bylaws. Bylaws are used as the governing reference for chartered clubs. Sample bylaws are provided in Appendix A. A copy of each club s bylaws must be submitted to the SDCDP for approval as part of the chartering and re-chartering process. 13. SAN DIEGO COUNTY DEMOCRATIC PARTY (CENTRAL COMMITTEE) Democratic Clubs located in San Diego County are chartered by and come under the purview of the SDCDP Central Committee Purpose. The Central Committee promotes the growth and development of the Democratic Party, actively supports those Democratic candidates and incumbents pledged to fulfill the Democratic platform (including Democratic candidates for non-partisan offices). In addition, the Central Committee has charge of the Democratic campaign under the general direction of the Democratic State Central Committee (or it s Executive Committee) Membership Categories Regular Members. Regular Members of the Central Committee are elected during the California State Democratic primary elections. Six democrats are elected in each Assembly District. For information concerning candidacy requirements contact the Registrar of Voters at 5201-I Ruffin Road, San Diego CA 92123; P.O. Box 85656, San Diego, CA ; phone or toll free Ex-Officio Members. Winners of the previous Democratic primary election for state or federal office in districts that are all, or partially, within San Diego county become ex-officio members of the Central Committee. Ex-Officio Members include members of the CDP and DNC Executive Boards Alternate Members. Regular and ex-officio members may appoint individuals to represent them as alternate members during their absence at Central Committee meetings. 18

19 Associate (Non-voting) Members. While Associate members do not have voting rights at Central Committee meetings, they do have voting rights at the Central Committee area meetings led by Vice Chairs. These meetings are critical in the candidate identification and endorsement process. Presidents of chartered clubs are non-dues paying associate members of the Central Committee following charter acceptance by the Executive Board. Outstanding volunteers/activists may become dues paying associate members when recommended by their Area Vice Chair and approved by the Executive Board Membership Term. The incumbent Committee s term expires when a majority of those elected to membership in the latest California State primary election have taken their oaths of office, but no earlier than the first regularly scheduled Committee meeting of the following year Fees. An annual membership fee is required by the SDCDP of all Central Committee members. 19

20 APPENDIX A: Sample Bylaws BYLAWS ARTICLE I - NAME DEMOCRATIC CLUB (Club name) The name of this organization shall be the (Club Name), hereafter referred to as XXXXX. ARTICLE II - PURPOSE Section 1. The purpose of this club shall be to foster democratic ideals by stimulating active interest in the Democratic Party, to support the party platform, contribute to party leadership and responsibility, to provide a constructive role for the volunteer in Democratic politics, and to promote an activist base. ARTICLE III - MEMBERSHIP SECTION 1 - ELIGIBILITY Anyone registered as a Democrat or is ineligible to vote (due to age, non-residency or other legal impediment) but pledges to register as a Democrat when eligible, and supports the purpose of the Club as stated in Article II, above shall be eligible for membership in this club. Section 2 - GOOD STANDING Everyone eligible to be a member of this club and whose annual dues are currently paid shall be a member in good standing. Any member whose actions are judged to be prejudicial or detrimental to the club by the Executive Board may be expelled from membership by a twothirds vote at any general meeting, at which a quorum exists, concurs. SECTION 3 - DUES Dues shall be recommended by the Executive Board and reviewed at the first meeting of each calendar year. Dues are due on January 1 and payable by January 31 of each Calendar year. Annual dues for new active members shall be prorated on a monthly basis. Payment of dues shall not be obligatory to anyone for whom it constitutes an economic hardship after due consideration and approval by the Executive Board. However many clubs choose to have rolling expiration dates where the membership expiration date is based on the month they joined. Dues in an amount set by the membership shall be due and payable upon joining the club, and annually at the beginning of every calendar year thereafter. 20

21 SECTION 4 - VOTING A member in good standing who has attended at least one prior meeting shall be eligible to vote. No proxy voting shall be permitted. ARTICLE IV - OFFICERS SECTION 1 - ELECTED OFFICERS Elected officers of this club shall be the President, Vice-President, Secretary and Treasurer. Each shall be elected at the general meeting in January and hold office for one year. An elected officer may be removed from office by resolution of a two-thirds vote of the Regular members at a General Meeting for such causes as missing three unexcused consecutive meetings or nonperformance of duties, providing the membership and the officer have been notified ten days in advance of the meeting of the proposed action against the officer. SECTION 2 - DUTIES A. President The President shall be the Chief Executive Officer of the club. He/she shall preside over all meetings of the club and the executive board; make appointments to other positions as required; act as official spokesperson of the club. In addition, the President should stimulate active interest in the political process, provide a constructive role for the active volunteer; contribute to effective leadership and individual responsibility; promote harmony among the club membership, between other clubs and within the San Diego County Democratic Party. B. Vice-President The Vice President shall serve at the direction of the President. He/she shall preside at meetings if the President is unable to do so, or is requested by the President to do so. The Vice-President shall take over the duties of President in the absence of that officer, and is responsible for the annual audit. C. Secretary The Secretary shall keep the minutes of the general meetings, executive committee meetings, conduct correspondence, maintain the club s records, and is responsible for internal communications. D. Treasurer The Treasurer shall be responsible for the collection of dues, receive and deposit all club funds received; maintain an accurate record of club receipts and expenditures; sign all checks as authorized by the Executive Board; make the record of club receipts and 21

22 expenditures available to any member when requested; provide a report of the club financial status at club meetings as requested; provide an annual written report of club financial status; make the books and all other financial records of the club available to the audit committee each year in May. In addition the Treasurer shall be responsible for filing FPPC/FEC financial report on time as required. SECTION 3 - ELECTIONS Elections shall be held annually. The members shall elect five members to serve on a nominating committee. The nominating committee shall elect at least one candidate for each elective office and report their selections at the next general meeting. At that meeting the floor will be open for additional nominations and a secret ballot will be held. Those nominees who receive a majority vote shall be declared elected. If no person receives a majority of votes cast, a run-off shall be held between those two persons receiving the greatest number of votes. The person receiving the majority of the votes shall be declared elected. SECTION 4 - VACANCIES Should any officer resign or fail to attend three general meetings or Executive Board meetings in a row without cause approved by the Executive Board, the Executive Board shall declare that office vacant and appoint a successor to that office to complete the unexpired term. Any such appointment shall, however, be approved by the membership at the next general meeting. At that meeting, nominations to fill the vacancy shall also be accepted from the floor. Voting shall be by secret ballot with a majority of those members in good standing present required to elect. SECTION 5 - APPOINTED OFFICERS The President shall appoint a parliamentarian and any other officers not otherwise specified by these bylaws as required for the general well-being of the club. ARTICLE V- MEETINGS SECTION 1 - GENERAL MEETINGS There shall be a minimum of six general meetings each year, at least one of which shall be in January. Other general meetings shall be held at such times and places as specified by a majority of the Executive Board. SECTION 2 - QUORUM [The quorum requirement may vary by size and nature. For example, in a very large club it makes sense to have a quorum of 10%. For a club with 50 members it may make more sense to have a quorum of 20 or 25%.] A quorum at any general meeting shall include those whose membership is in good standing. A quorum of the Executive Board shall be by a majority of its elected members. 22

23 SECTION 3 - PARLIAMENTARY AUTHORITY The parliamentary authority is the most recent edition of Robert s Rules of Order, Newly Revised. SECTION 4 - NOTICES At least ten days prior to a general meeting at which the following items will be discussed and voted upon, meeting notices should be ed to each member of the club in good standing: Club elections and filling of vacancies Proposed amendments to bylaws Proposed resolutions Endorsements of candidates and/or ballot measures Such notice shall specify the time, place and date of the general meeting and describe the event. ARTICLE VI - EXECUTIVE BOARD SECTION 1 - FUNCTION The Executive Board shall approve all expenditures and carry out the club business between general meetings in a manner consistent with actions taken at the general meetings, and perform any other duties provided for in these bylaws. The President shall pre-approve any written correspondence on behalf of the club. The President shall be the sole spokesperson of the club. SECTION 2 - MEMBERSHIP Membership of the Executive Board shall include all of the currently elected club officers, and the then current Committee Chairs. SECTION 3 - MEETINGS The President shall call a meeting, with advance notice, of the Executive Board as needed. Special meetings may be called by a majority of the currently elected members of the Executive Board at any time. A majority of the then currently elected members of the Executive Board shall constitute a quorum. ARTICLE VII - STANDING COMMITTEES The standing committees for the club are as follows shall include both Audit and Nominating committees. Other committees may include Political Action, Membership, Fundraising, Program, Special Events, Communications, Hospitality and others as identified by the President. 23

24 ARTICLE VIII - CANDIDATE ENDORSEMENTS A. All endorsements of candidates or resolutions concerning ballot measures or public issues must be in accordance with the standards established by the California State Democratic Party and the San Diego County Democratic Party. It is also the tradition and stated goal of the Club not to make endorsements or to pass resolutions which will adversely affect the unity of the Democratic Party. B. Only candidates who are registered Democrats are eligible for Club endorsement. C. A motion to endorse a candidate or take a position on a Proposition or public issue must receive the vote of a majority of the Club members present. The quorum necessary to adopt a motion shall be members or one fourth of the total paid up membership, whichever is less. ARTICLE IX - AFFILIATION The club shall affiliate as an associate member of the County Democratic Central Committee and pay the current annual fee. ARTICLE X - AMENDMENTS These bylaws may be amended by a majority vote at a general meeting after such amendment has been presented at the preceding general meeting and notice has been provided as specified in Article V, Section 4 of these bylaws. ARTICLE XI - ADOPTION These bylaws shall become effective immediately upon their adoption and shall be the governing rules of the club. Date: 24