Sun City Democrats’ Club
By-Laws (adopted November 18, 2017)
Article 1: Purposes
The purposes of the Sun City Democrats’ Club (SCDC) are to provide opportunities for strengthening bonds among area Democrats, to promote democratic principles and ideals, to endorse participation in the electoral process, and to support Democratic candidates.
Article 2: Club Membership
Any person who supports the Purposes of the SCDC (Article 1 above) is eligible for membership. Membership is achieved and maintained through payment of annual dues. Annual dues are payable at inception of membership and by January 31 of each following year.
Article 3: Club Governance
A Board shall govern the activities of the Club. The Board shall be composed of Officers, Standing Committee Chairs, Board-approved Williamson County Democratic Party Precinct Chairs, and Ex-Officio Members as approved by the Board. Any member in good standing may be a candidate for any Board position.
Section A. Members
1. Members of the Board are the four Officers and seven Standing Committee Chair Chairs and two Ex-Officio Members. Members have the power of vote, one vote per member regardless of the number of positions simultaneously held on the Board.
a. The Board Officers are: President, Vice-President, Secretary and Treasurer.
b. The Standing Committee Chairs are: Program, Membership, Social, Communications, Special Events, Groups, and IMPACT.
2. Ex-Officio Members are Democratic Party Precinct Chairs who are members of SCDC, request membership on the Board on or before January 31 of odd numbered years, and are approved by majority vote of Board members.
3. The immediate past-president may request non-voting, two-year membership on the Board, subject to the approval of a majority of Board members.
Section B. The general membership shall elect the Officers and Standing Committee Chairs by vote.
1. The general membership will convene every two years, near the end of even numbered years to elect its Officers and Standing Committee Chairs.
2. The Officers and Standing Committee Chairs will serve two-year terms.
3. Election to office shall be established by simple majority of votes cast.
4. The term of office begins on January 1 of odd numbered years.
Section C. Presidential Succession
1. If the President leaves office, either the Vice President or the Immediate Past President, as determined by a vote of the Board, shall assume the duties and title of President.
2. If neither the Vice President nor the Immediate Past President is able to assume the duties of the President, the Board, by majority vote, may appoint a President, from among the members of the Board, to serve the remainder of the term.
Section D. Vacancy on the Board
In the event that a vacancy arises on the Board (except for the office of the President) the position shall be filled by a Club member, appointed by the Board, to serve the remainder of the term.
Section E. Removal of Officers, Standing Committee Chairs, and others from the Board
Any Officer or Standing Committee Chair or otherwise may be removed by the following actions:
1. At least 2/3 of the voting members present at an appropriately called Board Meeting approve the removal and,
2. Within 30 days of the Board’s vote to remove, at least 2/3 of the voting members present at an appropriately called general membership meeting approve the removal.
Article 4: Duties the Board, the Officers, and the Standing Committee Chairs
A list of duties shall be assigned to the Board, the Officers, and the Standing Committee Chairs.
Section A. Duties of the Board
The Board shall:
1. Review and approve the yearly budget.
2. Familiarize the Club with the adopted Strategic Plan and act in ways that improve compliance with the Plan.
3. Review and approve Standing Committee actions and requests for action when the committee or a majority of the Board deems such approval necessary.
4. Review and approve any change in membership dues subject to approval by the general membership.
5. Approve financial reports of the Treasurer.
6. Authorize spending and encumbrance of debt.
7. Authorize expenditures not otherwise authorized in the budget for the year. (A majority of the Board must agree to authorize such expenditures.)
8. Accept the responsibility for recruiting qualified candidates for Club Officers, committees, subcommittees, group leaders and for the Board.
9. Accept the responsibility for assisting with the recruitment of Democratic candidates for public offices at every level of governance.
10. (May) support and promote general election candidates who have passed vetting and endorsement by IMPACT and support and promote candidates for non-partisan offices approved by majority vote of the Board.
11. Perform such other duties and exercise such other powers as are necessary for the management of the Club.
Section B. Duties of the Officers
The President shall:
1. Preside and set the agenda at Board meetings and meetings of the membership.
2. Serve as the contact person to the State and County Democratic Party offices.
3. During first year of service, with the help of the Board, develop/update the Strategic Plan for the ensuing 2 years.
4. Present, at the beginning of each year with the help of the Treasurer, a one year budget consistent with the Plan, for approval by the Board.
5. Provide, at the end of the year, a summary report to the general membership on the achievements and status of SCDC.
The Vice-President shall:
Perform the duties of the President when he/she is absent and such other duties as are assigned by the President.
The Secretary shall:
1. Keep accurate minutes of Board meetings and other meetings as directed by the Board.
2. Submit the minutes to Board members for their approval at their next regular meeting.
3. Provide copies of minutes of the Board meetings to SCDC members who request them.
4. Keep accurate minutes of official actions taken by the general membership at Club meetings (e.g., elections).
5. Submit the reports of these actions for inclusion with the minutes of the Board at the Board’s next regular meeting.
6. Prepare and send such correspondence as the Club or President may direct.
The Treasurer shall:
1. Keep all financial records.
2. Maintain Club bank account.
3. Report all receipts and disbursements and current balance at each meeting of the Board.
4. Maintain records of members in good standing by
a) updating database when members pay yearly dues.
b) adding new members to database with data from Membership Chair.
5. Pay Board authorized expenses as directed.
6. Assist the President in the preparation of the annual budget.
7. Make all reservations for room rental as requested by committees, groups or others when approved by Board.
Section C. Duties of the Standing Committee Chairs
The Membership Chair will organize and lead a Membership Committee to accomplish the following functions:
1. Identify, recruit, add and retain local Democrats and other like-minded individuals to the Club.
2. Welcome those who attend meetings and events and provide appropriate informational materials.
3 Ensure that greeters and materials are in place to welcome newcomers to the community at Sun City’s New Resident Orientation, and other appropriate outreach activities and events.
4 Engage the SCDC in activities which enhance the opportunities for recruiting members.
Social Chair–The Social Chair will organize and lead a Social Committee to accomplish the following functions:
1. Arrange appropriate social events for Club members, e.g. holiday parties, happy hour gatherings and other member-only activities where refreshments are part of the event.
2. Coordinate with the SCDC Treasurer to reserve appropriate space, plan for revenues and expenses, and work with the Communications committee for appropriate publicity.
3. When food or refreshments are involved, coordinate with the Events Chair and/or the Program Chair when their respective committees plan and conduct events or programs in which the public is invited.
4. Maintain a Hospitality sub-committee responsible for ensuring that the meeting places are properly arranged for the Club and/or speaker. Ensure that refreshments are provided if appropriate.
5. Prepare an event log of successful elements for future use.
The Program Chair will organize and lead a Program Committee to accomplish the following functions:
1. Acquire speakers and arrange other appropriate programs for all regular membership meetings.
2. Coordinate with the SCDC Treasurer to reserve appropriate space for meetings and inform Social and/or Events Chairs of requirements for appropriate setup of the meeting room.
3. Regularly report to the Board ongoing plans for future programs.
4. Communicate with speakers and manage details necessary for the programs, and provide the Board with contact information for the speaker.
5. Coordinate with the Events and/or Social Chairs on events and social activities where the public is invited.
6. Coordinate with Communications Chair in advance for purposes of publicity of program arrangements.
The Special Events Chair will organize and lead a Special Events Committee to accomplish the following functions:
1. Arrange appropriate special events that are for the public rather than solely for Club members.
2. Estimate and report the costs and expenses of planned events.
3. With the Treasurer’s help, reserve appropriate space for planned events.
4. Submit event plans to the Board for approval or modification.
5. Team with the Communications Committee Chair to produce publicity for the event.
6. Coordinate and communicate with Social Committee Chair when refreshments and/or food are integral to a Board-approved event.
7. Team with the Program Committee, if appropriate, when the event includes speakers or other specialists.
8. Prepare an event log of successful elements for future use.
The Communications Chair will organize and lead a Communications Committee to accomplish the following functions:
1. Disseminate information through the following means: telephone, e-mail, Club web site, social e-media, Sun Rays, newsletter, and public press.
2 Add and maintain records on the database of persons who express interest in the Club. Include these persons on emailing lists as ‘Subscribers”
3. Maintain email addresses and such other information that enhance opportunities for expanding the visibility and influence of the Democrats in general and the Club in particular.
4. Maintain appropriate methods for keeping lists of members and interested persons current.
5. Communicate Club news and program details, announcements, campaign ads and other information as deemed appropriate and helpful to the successful implementation of the Strategic Plan.
6. Manage professional providers supporting Club’s email service and website.
The Groups Chair will organize and lead a Groups Committee to accomplish the following functions:
1. Prompt and promote worthy Interest and Action Groups, which are defined as follows:
a. An Interest Group or an Action Group consists of three or more members acting together on behalf of a common concern. A Group must be Board recognized; have designated leaders; promote and publicize their activities to their membership and through the Group Committee Chair to the Board.
b. An Interest Group tends to influence its own members.
c. An Action Group tends to influence individuals and groups beyond its own membership.
2. Receive and review ongoing activity reports from the various Interest and Action Groups.
3. Provide the Board and the Communications Chair with ongoing summaries of activities and accomplishments of the various Groups.
4. Facilitate communication between Board and the various Groups as needed.
5. Insure that members of various groups are members of the Sun City Democratic Club.
Political Action Committee – IMPACT—
The PAC Chair will organize and lead a PAC to accomplish the following functions:
1. Operate under the PAC name: Sun City Democrats’ Club Informed Members Political Action Committee of Texas or IMPACT.
2. Operate as a Political Action Committee or PAC as defined in Title 15 of the Election Code
3. Utilize a separate Treasurer, as required by Title 15, who will keep financial records and file reports as required by applicable election law.
4. Elect a Chair, Vice Chair, Treasurer, Assistant Treasurer and Secretary. Up to 4 additional members may be added by the five named officers. Committee officers shall appoint subcommittees as needed.
5. The Treasurer shall:
a. Ensure that the Club’s political contributions and expenditures are consistent with State and Federal law.
b. Will report to SCDC on financial status of the committee and the forward prospects for achieving the Club’s Strategic Plan.
c. Will report to the SCDC Board and members, the funding status of the PAC’s two accounts; one for Federal candidates and one for candidates for regional or state offices.
d. Will report on proposed endorsements and proposed contributions to candidates.
6. The Sun City Democrats Club shall be the ‘controlling entity’ of IMPACT for the purpose of reporting as required by Title 15 of the Texas Election Code.
Article 5: Meetings, special meetings, quorums and 2/3 majorities,
minutes, and recordkeeping
The procedures for calendaring general, special and Board meeting dates shall be listed. Quorums shall be defined. Attendance eligibility and access to Board minutes shall be defined.
1. General membership meetings will be held on a regular basis as determined by the Board.
2. The Board may call special meetings of the general membership.
3. A quorum for conducting business of a regular or special meeting of the general membership shall be
those members present.
4. Notice of special meetings must be given to all members in advance.
5. All meetings will be open to the public, unless certain conditions exist (e.g. lack of space to accommodate non-members).
6. Board meetings shall be held on a regular basis as determined by the President.
7. Two or more of the Officers may initiate special meetings of the Board.
8. A quorum for conducting business at a regular or special meeting of the Board shall be two or 33% of held Officers and Chairs, whichever is greater. All quorum and 2/3 majority calculations must round fractional products upward. (Examples: 1.322; 4.625; 3.334; 9.3310) 2
9. All Board meetings will be open to the membership.
10. Minutes of Board meetings are available to all members.
Article 6: Elections
The procedures for nominating and electing Officers and Standing Committee Chairs shall be listed.
1. The President shall appoint a Nominating Committee by September of each even year.
2. The Nominating Committee will present a slate of Officers and Standing Committee Chairs to the Board at the October Meeting.
3. At the regular membership meeting in November the slate of Officers and Standing Committee Chairs will be presented at which time other candidates may be nominated from the floor.
4. Members making nominations from the floor should first obtain the consent of their prospective candidate affirming that the nominee is willing to accept the office if elected.
5. Officers and Standing Committee Chairs will be elected at the general membership meeting in December.
6. After the election the Officers and Standing Committee Chairs will take office on January 1 of the following year.
Article 7: Amendments
The procedures to amend these Bylaws shall be listed.
1. These Bylaws may be amended at any legally called general membership meeting by a two-thirds vote of the Voting Members present.
2. Members should submit proposed amendments to the Board, whereupon, the Board will designate a meeting for the discussion on the proposals.
3. Proposed amendment(s) to these Bylaws must be printed verbatim in the notice to the voting members for the general membership meeting and be sent via email at least three weeks prior to the meeting.
4. Proposed amendments shall be passed or rejected verbatim.
Article 8: Dues
Procedures for changing annual dues shall be listed.
1. Any change in annual dues shall be recommended to the membership by the Board.
2. The Board will bring any request for change in the annual dues to the general membership at a regular monthly meeting.
3. Approval will require a majority vote of members in good standing in attendance at the meeting.
Article 9: Implementation of changes to Club Bylaws
All changes to Club Bylaws shall take effect at the close of the general membership meeting at which they are approved and will be implemented as soon as possible, but no later than the start of the Club’s new year, January 1.
These Bylaws and all Amendments were approved at the general membership meeting on November 18, 2017.