Approved NKCRC Bylaws 9 March 2015 Amended 15 October 2015
BYLAWS OF THE NEW KENT COUNTY REPUBLICAN COMMITTEE
Whereas the Republican Party of New Kent County is inclusive in that it welcomes all qualified voters residing in the County who embrace the principals of the Republican Creed and who may elect to serve on the County Committee and
Whereas, the New Kent County Republican Committee was formed to promote the election of Republican candidates and to promote the Republican philosophy, the following bylaws are written to further these causes.
ARTICLE I – Name
The name of this organization shall be the “New Kent County Republican Committee (NKCRC),” hereinafter called the “County Committee.”
ARTICLE II – Organization
The County Committee is organized under and governed by the “Plan of Organization of the Republican Party of Virginia,” hereinafter called the “State Party Plan” or the “Party Plan.” No action of the County Committee or these Bylaws shall conflict with the State Party Plan as amended from time to time; and to the extent that there shall be a conflict, the provisions of the State Party Plan shall prevail.
ARTICLE III – Objectives
The purpose of the New Kent County Republican Committee is to:
1) promote and promulgate the principles of the Republican Party;
2) seek out and encourage qualified candidates to run for public office;
3) elect Republican candidates to public office;
4) generally assist the citizens composing the districts served by the County Committee;
5) and assist elected Republican officials in the execution of their responsibilities.
ARTICLE IV – Membership
SECTION A: Types of Membership
1) Committee Member
2) Associate Member
3) Honorary Member
4) Ex Officio Member
SECTION B: Qualifications
All legal and qualified voters, regardless of race, religion, color, national origin or sex, under the laws of the Commonwealth of Virginia, who reside in New Kent County, who are in accord with the principles of the Republican Party, and who, if requested, express in open meeting their intent to support all of its nominees for public office in the ensuing election are eligible for membership on the County Committee and may participate in its mass meetings, Party canvasses, conventions or primaries in their respective election districts.
Such persons who choose Associate Membership shall have no voting
rights but will be informed of County Committee activities through Committee mailings and may attend meetings as observers. There is no residency requirement for Associate Members.
A signed membership form expressing the applicant’s intent to support the nominees of the Republican Party and intent not to serve on any committee to elect other than the Republican nominee must be presented to the Chair of the County Committee (or Acting Chair) prior to a vote of acceptance. The annual membership fee shall be paid at the end of the meeting at which said vote takes place.
Any Voting member of the New Kent County Republican Committee shall be placed on Associate Membership status who, without benefit of proxy, is absent from three consecutive Committee meetings.
From time to time it may be desirable to bestow Honorary Memberships. Nominations for Honorary Membership shall be reviewed by the Executive Committee or a subcommittee created for such purpose. The Executive Committee or subcommittee shall issue a report to the County Committee of its recommendation together with a summary of the nominee’s accomplishments in support of Republican principals. The County Committee shall confer such membership by a resolution adopted by a two-thirds vote of those present and voting at a meeting at which a quorum is present.
Honorary Members shall have all the rights and privileges of membership including voting. They shall not be obligated to pay dues.
All publicly elected Republican officials who represent some portion of New Kent County, who do not reside in New Kent County shall be automatically afforded non-voting Honorary Membership on the County Committee, with all of the rights and privileges of membership with the exception of voting. They shall not be obligated to pay dues.
SECTION C: Dues
Each member of the County Committee shall be required to pay reasonable annual dues, the amount of which shall be determined by the Executive Committee.
The annual dues shall be payable on the first day of the calendar year each year. Membership dues for those who join on or after July 1st shall be one half of the annual dues for the initial year.
Annual dues of associate members shall be determined by the Executive Committee.
SECTION D: Composition
The County Committee shall consist of:
1.) A Chair
2.) Executive Committee
3.) Committee Members
4.) Honorary Members
5.) Ex officio Members – All publicly elected Republican officials residing in New Kent County
6.) Associate Members
SECTION E: Election
The County Chair and members of the County Committee shall be elected at the county bi annual mass meeting, Party canvass, convention or primary called for the purpose of electing delegates to the Biennial District Convention in the appropriate Congressional District or Districts of Virginia, and they shall hold office for two years from the time of their election, until successors are selected, or unless sooner removed. Other officers will be elected at the next officially called meeting.
Additional eligible committee member applicants (see Article IV, Section A for qualifications) may be accepted by the County Committee for membership at any duly called meeting by a majority of the voting members present.
SECTION F: Removal
1.) Any member shall automatically lose his status as a voting member of the County Committee who:
a. Fails to pay his annual dues within 60 days of renewal notification;
b. or serves on any committee to elect or support any candidate running against a Republican nominee for the same office.
The Corresponding Secretary shall notify in writing such member of his failure to comply with the provisions of paragraphs (1a) and (1b) within 30 days of such failure.
2.) The Chair or any other officer or member of the County Committee may be removed for cause from office by a two-thirds vote of the membership of the County Committee. However, such person shall be given 30 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 one-third of the membership of the County Committee. Such person shall be given reasonable opportunity to appear and respond to the allegations.
SECTION G: Appeal
Any person having been removed from the County Committee pursuant to the provisions of the Section E (1a) or (1b) may appeal to the Executive Committee for reinstatement and such appeal may be granted for good and sufficient reason.
SECTION H: Vacancies
In the event of the County Chair’s death, resignation, removal or inability to act, the Executive Committee shall call a special meeting of the County Committee to be held within 60 days for the purpose of electing a new County Chair to fill the unexpired term. (See Article V, Section B (5) paragraph 2.)
Members may be elected to fill any other vacancy at any regularly scheduled meeting of the County Committee provided that notice of such existing vacancy shall be given with the call for the meeting.
ARTICLE V – Officers
SECTION A: General
The officers of the County Committee shall be:
2. 1st Vice Chair
3. 2nd Vice Chair
4. Recording Secretary
5. Corresponding Secretary
SECTION B: Duties of Officers
1) The County Chair shall be responsible for the general execution and implementation of the programs and policies of the County Committee commensurate with achieving the goals of the State Party Plan.
In addition, the County Chair shall:
a. Call mass meetings for conventions in accordance with the State Party Plan and preside over same until a temporary Chair is elected;
b. Represent the County Committee on the appropriate Republican Congressional District Committee (During any 10 year period when the County is in more than one Congressional District, the County Chair shall serve on the Congressional Committee of his residence and shall appoint a County Committee member who resides in the other district to serve on its Congressional District Committee);
c. Convene the County Committee no less than once each three-month period and more frequently when the needs of the Party so demand; and
Annually appoint an audit committee consisting of not less than three (3) individuals. No member of the Executive Committee or individual connected with the custody of funds or recording of transactions shall be eligible to serve on said committee.
2) The 1st Vice Chair – Shall be responsible for planning and executing fund raising activities as approved by the Executive Committee and perform other duties as assigned. He shall preside over the County Committee in the temporary absence or disability of the Chair; and in the event of the Chair’s death, resignation, removal or inability to act. He shall act as temporary Chair until the vacancy is filled.
3) The 2nd Vice Chair – Shall be in charge of membership and the organization of all of the precincts in New Kent County. He shall see that a Precinct Captain is appointed by the Supervisor District Chair (Reference Article V, Section C Supervisor District Chair) for each precinct, and he shall work with these Supervisor District Chairs to see that the Precinct Captains are properly trained, instructed and supplied.
4) The Recording Secretary shall take minutes of all meetings of the County Committee and of the Executive Committee and keep them in his custody. He shall have available for reference at all meetings current copies of the County Committee Bylaws and the State Party Plan. The Recording Secretary shall deliver all official records in his custody to his successor within 10 days of the expiration of his term in office.
5) The Corresponding Secretary shall be responsible for such correspondence as directed by the County Chair and the Executive Committee. The Corresponding Secretary shall be responsible for mailing or emailing all meeting notices at the direction of the County Chair or upon petition of one-third of the members of the County Committee and for stimulating attendance at those meetings as well as special functions. He shall keep on file all essential communications received and copies of all letters sent out. The Corresponding Secretary shall keep an accurate list of the names and addresses (including email addresses) of all members. This membership list shall be available to publicly elected Republican officials, declared Republican candidates and their campaigns, and members of the Executive Committee. Members at large may also receive this list at the discretion of the Executive Committee.
Members may elect in writing to not have their personal information released or publicized. The Corresponding Secretary shall deliver all official records in his custody to his successor within 10 days of the expiration of his term of office.
In the event of the County Chair’s death, resignation, removal or inability to act the Corresponding Secretary shall, at the direction of the majority of the voting Executive Committee, acting in accordance with Article IV Section G (5) paragraph 1, issue a Call to convene a special meeting within 20 days of such vacancy to set a date for a meeting of the County Committee to be held within 60 days of such vacancy for the purpose of electing a new Chair for the unexpired term.
6) The Treasurer shall be responsible for the safekeeping and disbursement of all County Committee funds. The Treasurer shall be authorized to distribute funds under the following conditions:
a. In accordance with an annual budget approved by the County Committee at a regularly called meeting, provided adequate funds are on hand to meet any priority obligations as established by such budget;
b. By authorization of the Executive Committee at a duly called meeting, provided adequate funds to meet other obligations are clearly identified;
c. Upon the authorization of the Chair or the two Vice Chairs, the Treasurer shall also have the authority to make expenditures up to a total of $100.00.
The Treasurer and the County Chair shall jointly open a bank account in the name of the New Kent County Republican Committee. Deposits and withdrawals from such account are to me made by the Treasurer or in the Treasurer’s absence the Treasurers designee.
The Treasurer shall present at each County Committee meeting a report covering the period since the preceding meeting. The Treasurer shall present an annual report to the County Committee at the end of the scheduled year.
The Treasurer’s books shall be audited in accordance with Article V, Section B (1-c), paragraph 2.The audit is to be certified by the Audit Committee as to correctness to the County Committee, with a copy to the Treasurer.
The Treasurer shall keep proper records, which are open to inspection by any member of the County Committee at all reasonable times, and upon reasonable notice. The Treasurer shall deliver all official records in his possession to his successor within 10 days of the expiration of his term. The Treasurer shall be a member of the Finance Committee if one has been established by the Chair.
SECTION C: Supervisor District Chairmen
1.) A Supervisor District Chair for each Supervisor District shall be elected by the members of the County Committee. Each such Chair shall be responsible for the activities of his Supervisor District, including precinct organizations, and appointment of precinct captains who reside within the precincts in his Supervisor District.
2.) The Supervisor District Chair or designee is responsible for communicating with new applicants who express an interest in joining the County Committee outside of the bi-annual Mass meeting in order to:
a. welcome the applicant,
b. explain the duties and responsibilities of the Committee,
c. answer questions that the applicant may have.
3.) In the event of the removal, resignation, death or change of residence from the respective Supervisor District, such Supervisor District Chair shall be replaced by appointment by the County Chair on a temporary basis until a permanent replacement can be elected by the Committee.
ARTICLE VI – Meetings
SECTION A: General
The County Committee shall meet at least once in each quarter year. The spring meeting shall be the Annual meeting. Additional meetings as may be required shall be called by the County Chair or upon petition of one-third of the members of the County Committee.
SECTION B: Notice
Meetings of the County Committee shall be held upon seven days’ written notice, either by post mail or electronic mail, with agenda enclosed, to the membership
as recorded on the official membership list prepared and maintained by the Corresponding Secretary.
SECTION C: Proxy
A member of the County Committee may be represented at any County Committee meeting by a proxy, subject to the following conditions:
1) No individual may cast more than one vote at any meeting which he attends
2) Any person who acts as proxy for another must meet the qualifications for membership on the County Committee as stated in Article IV, Section A, paragraph 1 of these Bylaws and meet the requirement of Article VII, Section A (2) of the State Party Plan (which requires that the proxy holder be from the same Election District represented by the absent member).
3) All proxies shall be in writing, signed by the maker, substantially in the following form:
I, (Name of Committee member), of (address) do hereby appoint (Name of Proxy) of (address) my attorney, to vote as my proxy at a meeting of the New Kent County Republican Committee to be held on the day of , 20 , all the power I should possess if personally present.
Signed this day of , 20 . (Signature)
Witness required only on voting proxies
4) Any proxy may be withdrawn by the Committee member giving it at any time prior to its exercise.
SECTION D: Voting by Ballot.
At any election where there is more than one candidate for County Committee office, the vote shall be taken by paper ballot accomplished by roll call of membership of the County Committee with each member coming forward to cast the paper ballot when his name is called. No votes shall be precast.
Elections shall be determined by a plurality of votes cast.
In the event of a tie during any ballot vote, subsequent votes shall be taken until a plurality is reached.
SECTION E: Quorum
Twenty-five percent (one quarter) of the voting members of the County Committee shall constitute a quorum for the transaction of business.
ARTICLE VII – Executive Committee
SECTION A: Membership
The Executive Committee shall consist of the following voting members:
1) County Chair
2) 1st Vice Chair
3) 2nd Vice Chair
4) Recording Secretary
5) Corresponding Secretary
7) Immediate Past Chair (if still a resident of New Kent County)
The Executive Committee shall also include the following ex officio non-voting members:
1) Supervisor District Chairs
2) The President of the New Kent Republican Women’s Club
3) The Chair of any Young Republican Group school located in New Kent County
4) The Chair of any College Republican Group or Committee from any college or university located in New Kent County
SECTION B: Duties
The Executive Committee shall carry on the business of the County Committee in conformity with the policies and programs of the Republican Party. It shall have the general power to administer the affairs of the County Committee between business meetings and shall report issues to the County Committee.
SECTION C: Voting
A majority of the members of the voting Executive Committee shall constitute a quorum for the transaction of business.
SECTION D: Meetings
Meetings of the Executive Committee shall be held quarterly upon prior written call of the Chair or of four voting members of the Executive Committee
The fiscal year of the County Committee shall be June 1 thru May 31.
In April of each year, a Budget Committee shall be appointed by the Chair which shall present a proposed budget to the County Committee prior to the start of the fiscal year.
ARTICLE IX-LIABILITY OF OFFICERS/EXECUTIVE COMMITTEE
No Officer or Executive Committee Member of the New Kent County Republican Committee shall be liable to the New Kent County Republican Committee, its members or constituents, for monetary damages for any act or omission in the Officer’s or the Executive Committee Member’s capacity as an official of the New Kent County Republican Committee occurring from and after the adoption hereof, except in the following instances:
1) for any breach of the Officer’s or Executive Committee Member’s duty of loyalty to the New Kent County Republican Committee, its members or constituents;
2) for any act or omission not in good faith or which involves intentional misconduct or knowing violation of the law;
3) for any transaction from which the Officer or Executive Committee Member received an improper benefit, whether or not the benefit resulted from the action taken within the scope of the Officer’s or Executive Committee Member’s office or;
4) for any act or omission for which the liability of the Officer or Executive Committee Member is expressly provided by statute.
ARTICLE X – Special Committees
SECTION A: Special Committees (General)
Special Committees in the following areas may be established by the County Chair with the approval of the majority of the Executive committee.
2) Public Relations
4) Research and Issues
5) Rules and Resolutions
There may be such additional special committees as are deemed advisable by the County Chair or the voting Members of the Executive Committee. The County Chair shall be an ex officio member of all such committees except the nominating committee, and shall fill any Chair vacancy as it may occur.
SECTION B: Duties
At such time as any special committee is established, its duties will be prescribed by the voting members of the Executive Committee.
ARTICLE XI – Construction
The use of nouns and pronouns within these Bylaws shall be construed to denote either gender.
ARTICLE XII – Parliamentary Authority
All meetings shall be conducted in accordance with the provisions of the latest edition of “ Robert’s Rules of Order, Newly Revised” and by any such other rules and procedures as the County Committee may from time to time adopt, except as they are in conflict with these Bylaws or the Party Plan of the Republican Party of Virginia.
ARTICLE XIII – Amendments
These Bylaws may be amended by the affirmative vote of two-thirds (2/3) of the members present and voting (in person or by proxy).
A proposed amendment shall be submitted in writing to the NKCRC Chair and shall be distributed by the Chair to all members of the NKCRC at least 28 days in advance of the vote thereon.
The meeting agenda shall include notice of any proposed amendments. The same process shall be followed for any bylaw changes or revisions other than grammatical.
Such proposed amendments, changes or revisions shall be mailed, via post or electronic mail, to the membership along with the official notice of such meeting.
These Bylaws were approved at the 9 March 2015 NKCRC meeting, RE: Minutes
New Kent County Republican Committee Meeting, March 9, 2015
These Bylaws were amended 15 October 2015.
Old Section E: Quorum is shown below, new approved Section E, Quorum is in the body of the bylaws and changed the quorum from 33 1/3rd to 25%.
SECTION E: Quorum (old):
Thirty-three percent (one third) of the voting members of the County Committee shall constitute a quorum for the transaction of business.