bylaws
Sun City Democrats Club
Georgetown, Texas
Bylaws As Amended May 11, 2024
Article I
Mission
The Sun City Democrats Club (hereafter The Club) is a Political Interest Group within the Sun City Community Association. The Club’s Mission is to see a majority of the residents of Sun City, Texas, Georgetown, and Williamson County vote the Democratic ticket and vote for candidates for offices who are supported by the Club. It will do so by communicating and promoting Democratic principles, ideals, and values, by providing a political and social home for like-minded individuals and by giving financial and other support to Democratic candidates.
Article II
Club Membership
1. Dues: Any person who supports the Mission may join upon payment of annual dues set per Article VII.
2. A new member who pays dues after October 31 of the calendar year shall remain a fully paid member until December 31 of the following year.
3. Dues for renewing members are payable by January 31 of the following year.
4. Member in Good Standing: A Member in Good Standing is one who has paid their dues and who has not been disciplined by the Board within the last twenty-four months. No person who has been disciplined by the Board within the last twenty-four months is in Good Standing.
2. A new member who pays dues after October 31 of the calendar year shall remain a fully paid member until December 31 of the following year.
3. Dues for renewing members are payable by January 31 of the following year.
4. Member in Good Standing: A Member in Good Standing is one who has paid their dues and who has not been disciplined by the Board within the last twenty-four months. No person who has been disciplined by the Board within the last twenty-four months is in Good Standing.
Article III
Governance
Section A – Board of Directors
1. A Board of Directors shall govern the activities of the Club. A Director has only one vote regardless of the number of positions simultaneously held on the Board.
2. Directors shall serve a two-year term beginning on January 1 of the year following the election.
Section B – Directors: Officers, Standing Committee Chairs
1. The Directors of the Board are:
a. Standing Committee Chairs
b. Officers
2. The Standing Committee Chairs are the chairs of the following Committees:
a. Membership
b. Events
c. Program
d. Communications
e. Social Groups
f. Activists
g. Political Action
3. The Officers of the Board are:
a. President
b. Vice President
c. Secretary
d. Treasurer
Section C – Executive Committee
There shall be an Executive Committee comprises the President, Vice President and Treasurer. The Executive Committee shall meet between regular Board meetings. It shall assist the President in planning upcoming Board meetings.
Section D – Presidential Succession
1. If a Presidential vacancy occurs, the Vice President shall become President to serve the remainder of the term.
2. If the Vice President declines to become President, the Board shall, at the next Board meeting after the vacancy occurs, elect a President from among the Directors, to serve the remainder of the term.
3. Should all Directors decline the Presidency, the Board may nominate a Member in Good Standing of the Club for the position. The nominee must be approved by a two-thirds majority vote of the Directors present.
Section E – Vacancy on the Board
If a Board position becomes vacant, the Board shall, as soon as possible, elect a Club Member in Good Standing to serve the remainder of the term.
Section F – Discipline of Members or Directors
1. Commencement: Any three or more Members in Good Standing may submit to the Board via Certified Mail three copies of a written Request for Discipline of a Member or Director with documentation supporting the grounds thereof. Grounds for disciplinary action may include, but are not limited to disrespectful or disruptive conduct, violations of the Texas Democratic Party Rules or other misconduct as described in the current edition of Robert’s Rules of Order.
2. Investigation: Notice and Hearing. Within 60 days of receipt of the written request, the Executive Committee, acting as an Investigating Committee, will confidentially investigate the request and submit a written recommendation to the Board whether to act on or to dismiss the request. If the President determines that any person on the Executive Committee has a conflict of interest on the matter, the President shall replace that conflicted person with another Director of the President's choice.
a. Dismissal: If the Investigating Committee recommends dismissal of the Request for Discipline, the Secretary shall notify the named individual and the complainants by Certified U.S. Mail advising them of such dismissal.
b. Notice and Hearing: Notice and Hearing: Should the Investigating Committee recommend proceeding with the Request for Discipline, the Secretary shall mail the named individual via Certified Mail a 10-day Notice to Appear before the Board, outlining the Committee’s reasons for considering disciplinary action. Within 30 days of the notice, the named individual shall appear at a Board Hearing to be conducted in a manner prescribed by Robert’s Rules of Order.
3. Board Decision: After the hearing, the Board shall vote on the Request for Discipline. A vote to discipline requires a two-thirds majority vote of the Directors present at the hearing. Failure to achieve a two-thirds majority vote shall constitute a dismissal of the request. At that time the Secretary shall timely mail a Notice of Dismissal of the Request via Certified Mail to both the complainant and the named individual. Should the Board vote to discipline, the Secretary shall timely deliver a Notice of Disciplinary Action via Certified Mail to both the complainants and the named individual. Disciplinary actions may include, but are not limited to: verbal censure, written reprimand, suspension or removal from the Board or expulsion from membership in the Club.
4. Immediate Expulsion by the Board: Upon motion of any one Director and the vote of two-thirds (2/3) of all Directors, without any investigation or other proceeding, the Board of Directors may summarily expel with immediate effect from either the Board, Membership or both, any Member upon a finding of either of the following grounds:
a. The Member's use of profanity directed against any Club Member in a public venue.
b. The Member's misconduct at any Club function which causes a reasonable fear among other Club Members for their personal safety.
1. A Board of Directors shall govern the activities of the Club. A Director has only one vote regardless of the number of positions simultaneously held on the Board.
2. Directors shall serve a two-year term beginning on January 1 of the year following the election.
Section B – Directors: Officers, Standing Committee Chairs
1. The Directors of the Board are:
a. Standing Committee Chairs
b. Officers
2. The Standing Committee Chairs are the chairs of the following Committees:
a. Membership
b. Events
c. Program
d. Communications
e. Social Groups
f. Activists
g. Political Action
3. The Officers of the Board are:
a. President
b. Vice President
c. Secretary
d. Treasurer
Section C – Executive Committee
There shall be an Executive Committee comprises the President, Vice President and Treasurer. The Executive Committee shall meet between regular Board meetings. It shall assist the President in planning upcoming Board meetings.
Section D – Presidential Succession
1. If a Presidential vacancy occurs, the Vice President shall become President to serve the remainder of the term.
2. If the Vice President declines to become President, the Board shall, at the next Board meeting after the vacancy occurs, elect a President from among the Directors, to serve the remainder of the term.
3. Should all Directors decline the Presidency, the Board may nominate a Member in Good Standing of the Club for the position. The nominee must be approved by a two-thirds majority vote of the Directors present.
Section E – Vacancy on the Board
If a Board position becomes vacant, the Board shall, as soon as possible, elect a Club Member in Good Standing to serve the remainder of the term.
Section F – Discipline of Members or Directors
1. Commencement: Any three or more Members in Good Standing may submit to the Board via Certified Mail three copies of a written Request for Discipline of a Member or Director with documentation supporting the grounds thereof. Grounds for disciplinary action may include, but are not limited to disrespectful or disruptive conduct, violations of the Texas Democratic Party Rules or other misconduct as described in the current edition of Robert’s Rules of Order.
2. Investigation: Notice and Hearing. Within 60 days of receipt of the written request, the Executive Committee, acting as an Investigating Committee, will confidentially investigate the request and submit a written recommendation to the Board whether to act on or to dismiss the request. If the President determines that any person on the Executive Committee has a conflict of interest on the matter, the President shall replace that conflicted person with another Director of the President's choice.
a. Dismissal: If the Investigating Committee recommends dismissal of the Request for Discipline, the Secretary shall notify the named individual and the complainants by Certified U.S. Mail advising them of such dismissal.
b. Notice and Hearing: Notice and Hearing: Should the Investigating Committee recommend proceeding with the Request for Discipline, the Secretary shall mail the named individual via Certified Mail a 10-day Notice to Appear before the Board, outlining the Committee’s reasons for considering disciplinary action. Within 30 days of the notice, the named individual shall appear at a Board Hearing to be conducted in a manner prescribed by Robert’s Rules of Order.
3. Board Decision: After the hearing, the Board shall vote on the Request for Discipline. A vote to discipline requires a two-thirds majority vote of the Directors present at the hearing. Failure to achieve a two-thirds majority vote shall constitute a dismissal of the request. At that time the Secretary shall timely mail a Notice of Dismissal of the Request via Certified Mail to both the complainant and the named individual. Should the Board vote to discipline, the Secretary shall timely deliver a Notice of Disciplinary Action via Certified Mail to both the complainants and the named individual. Disciplinary actions may include, but are not limited to: verbal censure, written reprimand, suspension or removal from the Board or expulsion from membership in the Club.
4. Immediate Expulsion by the Board: Upon motion of any one Director and the vote of two-thirds (2/3) of all Directors, without any investigation or other proceeding, the Board of Directors may summarily expel with immediate effect from either the Board, Membership or both, any Member upon a finding of either of the following grounds:
a. The Member's use of profanity directed against any Club Member in a public venue.
b. The Member's misconduct at any Club function which causes a reasonable fear among other Club Members for their personal safety.
Article IV
Duties of the Board, Officers, and Standing Committee Chairs
Section A - Duties of the Board of Directors
1. Review and approve an annual budget as proposed by the President.
2. At the beginning of its two-year term, adopt a strategic plan to accomplish the Club’s Mission and communicate that plan to the membership.
3. Recommend changes to the dues to the membership for approval.
4. Review financial reports of the Treasurer.
5. Authorize expenditures not included in the annual budget.
6. Recruit individuals for Club positions.
7. Assist the Williamson County Democratic Party with the recruitment of Democratic candidates for offices at every level of government.
8. Adopt a set of written Endorsement and Contribution Guidelines.
9. Solicit input from Membership after the primaries to determine which Democratic candidates and which candidates for non-partisan offices to support, acting on endorsements and contributions recommended by the PAC.
10. Perform such other duties and exercise such other powers as are deemed necessary for the management of the Club.
11. Coordinate with Board and Committee members as appropriate to ensure no overlap in activities and room scheduling.
12. Maintain confidentiality of Board discussions and proposals until a Board decision has been reached.
Section B – Duties of the Officers
1. The President shall:
a. Lead the Club to accomplish the Mission and set the agenda and preside at Board and Membership meetings.
b. Serve as the contact person for the State and County Democratic Party offices.
c. At the beginning of the two-year term, lead the Board in developing the Strategic Plan.
d. At the beginning of each year, develop with the assistance of the Treasurer, an annual budget consistent with the Strategic Plan and present it to the Board.
e. Be a signatory on the Club’s financial accounts along with the Treasurer and PAC Treasurer, make payments for the Treasurer when the Treasurer is unavailable to do so, have access to all financial accounts, and be a second signatory for expenditures over $499.
f. Coordinate with the Communications Chair to appoint administrators of the Club’s social media accounts.
g. Provide an annual report to the Membership on the achievements and status of the Club.
h. Appoint a Parliamentarian to serve at meetings.
2. The Vice President shall:
a. Perform the duties of the President when the President is unavailable to do so.
b. Coordinate the Board’s recruitment efforts.
c. Maintain an inventory of all Club property with the location of that property.
d. Perform such other duties as are assigned by the President.
3. The Secretary shall:
a. Be the official custodian of all the Club’s governing documents.
b. Keep accurate minutes of all Board meetings, including actions to be taken.
i. Submit draft minutes to the Directors for their approval at the Board’s next regular meeting.
ii. Make the approved minutes available to Members who request them
c. Keep accurate minutes of official votes and other activities taken at a Membership meeting.
d. Prepare and send such correspondence as the Board or President may direct.
4. The Treasurer shall:
a. Keep all financial records, including those required of a PAC.
b. If there is no PAC Treasurer, register as Treasurer of the Sun City Democrats Club, as a PAC with either the Texas Ethics Commission or the Federal Elections Commission, or both as directed by the Board.
c. File timely and accurate applicable campaign finance reports with either the Texas Ethics Commission or the Federal Elections Commission, or both,
as required by law and as directed by the Board. Any regulatory fine imposed upon the Club shall, once any appeals are exhausted, be paid from the General Treasury.
d. Maintain all financial accounts of the Club. With the President and PAC Treasurer, the Treasurer shall serve as a signatory on the Club’s financial accounts.
e. Report all receipts and disbursements and current balances at each Board meeting.
f. Pay expenses approved by the President.
g. Assist the President in the preparation of the annual budget.
h. With the approval of the Board, appoint an assistant Treasurer.
Section C – Duties of the Standing Committee Chairs
1. Duties of the Membership Chair
a. Organize and lead a committee that will focus on growing the membership of the Sun City Democrats by any and all means necessary.
b. Identify and recruit Democrats and other like-minded individuals.
c. Receive membership applications and deliver to the Treasurer any dues payments received as soon as practical.
d. Maintain databases with contact information of members and those individuals who request to receive communications from the Club and provide that information to the Communications chair.
e. Communicate thanks to new and renewing Members and send reminders to Members who have not renewed their membership by February 1.
f. Greet attendees at monthly meetings and other events and provide information about the Club to prospective members.
g. Update and keep the brochure promoting the Club with the assistance of the Communications Chair and maintain a sufficient supply for distribution.
h. Engage the Club in activities that enhance opportunities for recruitment of Members.
2. Duties of the Events Chair
a. Arrange events that recur throughout the year, including the regular Membership meetings.
b. Provide necessary information to the Communications Chair to publicize the events.
c. Submit to the Board a report of each event with suggestions for improving future events.
d. Make all reservations for room rentals as approved by the Board.
3. Duties of the Program Chair
a. Arrange for speakers and other appropriate programs for regular Membership meetings, ensuring that any honorariums are paid as required.
b. Inform the Events Chair of requirements for appropriate setup of the meeting room
c. Communicate with speakers, manage details necessary for the programs and provide the Board with information about the speaker.
d. Report to the Board plans for future programs.
4. Duties of the Communications Chair
a. Disseminate information to support the Mission and Club activities to the Membership, Sun City and the surrounding community through all available means.
b. Maintain the Club’s online calendar by posting meetings, programs, social groups schedules, events, and other activities on a timely basis to the extent possible.
c. Maintain the Club page on the Sun City Communications Association website, the Club website, and the Club social media accounts, and recruit additional administrators for those accounts.
d. Submit relevant information to local media outlets, including a monthly notice for Sun Rays and the Williamson County Democrats website.
e. After review and approval by the President, send all official Club communications (except those sent by the Membership Chair or by Group Leaders to their group) to Members and those who have requested to receive communications from the Club.
f. Use databases provided by the Membership Chair for communications.
g. Gather information on upcoming activities from the Directors for inclusion in communications and edit this information to be consistent with the Strategic Plan and Board policy.
h. Maintain subscriptions for the website, domain, email systems and other information technology services included in the Committee budget.
5. Duties of the Social Groups Chair
a. Recommend to the Board for its approval such Social Groups as are appropriate to support the Mission of the Club.
b. Report at each Board meeting and monitor the activities and accomplishments of each Group.
c. Encourage the use of these Groups as an opportunity to grow Club membership.
d. Obtain from each Group Leader a list of the members of that Group and ensure that each Group member is a Member in Good Standing of the Club.
6. Duties of the Activists Chair
a. Recommend a set of guidelines for activities and events that promote the principles, ideals and values of the Democratic Party at the grassroots level.
b. Identify high-priority issues upon which to focus Club activities.
c. Support and promote candidates endorsed by the Board.
d. Coordinate with the Membership Chair to keep current on all Activist Committee Members.
e. Work with other Democratic organizations to coordinate and share activities such as postcard writing, block walking, poster making, marching, and making telephone calls.
f. Provide information to the Communications Chair to publicize the events and activities.
a. Arrange for speakers and other appropriate programs for regular Membership meetings, ensuring that any honorariums are paid as required.
b. Inform the Events Chair of requirements for appropriate setup of the meeting room
c. Communicate with speakers, manage details necessary for the programs and provide the Board with information about the speaker.
d. Report to the Board plans for future programs.
4. Duties of the Communications Chair
a. Disseminate information to support the Mission and Club activities to the Membership, Sun City and the surrounding community through all available means.
b. Maintain the Club’s online calendar by posting meetings, programs, social groups schedules, events, and other activities on a timely basis to the extent possible.
c. Maintain the Club page on the Sun City Communications Association website, the Club website, and the Club social media accounts, and recruit additional administrators for those accounts.
d. Submit relevant information to local media outlets, including a monthly notice for Sun Rays and the Williamson County Democrats website.
e. After review and approval by the President, send all official Club communications (except those sent by the Membership Chair or by Group Leaders to their group) to Members and those who have requested to receive communications from the Club.
f. Use databases provided by the Membership Chair for communications.
g. Gather information on upcoming activities from the Directors for inclusion in communications and edit this information to be consistent with the Strategic Plan and Board policy.
h. Maintain subscriptions for the website, domain, email systems and other information technology services included in the Committee budget.
5. Duties of the Social Groups Chair
a. Recommend to the Board for its approval such Social Groups as are appropriate to support the Mission of the Club.
b. Report at each Board meeting and monitor the activities and accomplishments of each Group.
c. Encourage the use of these Groups as an opportunity to grow Club membership.
d. Obtain from each Group Leader a list of the members of that Group and ensure that each Group member is a Member in Good Standing of the Club.
6. Duties of the Activists Chair
a. Recommend a set of guidelines for activities and events that promote the principles, ideals and values of the Democratic Party at the grassroots level.
b. Identify high-priority issues upon which to focus Club activities.
c. Support and promote candidates endorsed by the Board.
d. Coordinate with the Membership Chair to keep current on all Activist Committee Members.
e. Work with other Democratic organizations to coordinate and share activities such as postcard writing, block walking, poster making, marching, and making telephone calls.
f. Provide information to the Communications Chair to publicize the events and activities.
7. Duties of the Political Action Committee Chair
a. Recommend a set of written Endorsement and Contribution Guidelines for Board approval, which guidelines shall prohibit any contribution to a candidate with a primary challenger unless that candidate is an incumbent.
b. With the approval of the Board, the PAC Chair shall appoint a PAC Treasurer.
c. Solicit and accept contributions to the Club from any person from whom contributions may be lawfully solicited.
d. Make recommendations to the Board from proposed endorsements and distributions.
e. Upon Board direction, make endorsements and direct disbursements to candidates, campaigns and the Williamson County and Texas Democratic parties, ensuring that contributions shall be promptly communicated to the Membership.
a. Recommend a set of written Endorsement and Contribution Guidelines for Board approval, which guidelines shall prohibit any contribution to a candidate with a primary challenger unless that candidate is an incumbent.
b. With the approval of the Board, the PAC Chair shall appoint a PAC Treasurer.
c. Solicit and accept contributions to the Club from any person from whom contributions may be lawfully solicited.
d. Make recommendations to the Board from proposed endorsements and distributions.
e. Upon Board direction, make endorsements and direct disbursements to candidates, campaigns and the Williamson County and Texas Democratic parties, ensuring that contributions shall be promptly communicated to the Membership.
Article V
Meetings
Section A – Membership Meetings
1. Regular membership meetings shall be held each month, except December. The November membership meeting shall be open only to members in good standing and the agenda shall be the election of candidates to the Board, votes on issues requiring membership votes and a forum for members to discuss issues of importance to the membership.
2. The Board may call special Membership meetings. Notice of special meetings shall be given to all Members by email and through the Club website, posting at least ten days prior to the meeting date, stating the time, place and subject to be considered.
3. A quorum for conducting business at regular or special meetings of the Membership shall be the number of present Members.
4. All Membership meetings shall be open to the public except the November meeting.
5. Any person not in Good Standing may not attend any Club meeting or function.
Section B – Board Meetings
1. Board meetings shall be held on a regular basis as scheduled by the President.
2. Two or more Directors acting together may schedule a special meeting of the Board by giving notice by email to all Directors, specifying the time and place of the meeting at least 10 days before the meeting.
3. A quorum for conducting business at a regular or special meeting of the Board shall be one-half of the then current voting Directors plus one.
4. All Board meetings shall be open to Members in good standing who may submit written comments for consideration, but not address the meeting unless approved by the Board.
5. Except as otherwise provided herein, all actions of the Board shall be approved by a majority of those Directors present and voting at a meeting at which a quorum is present.
Section C – Parliamentary Authority
The then-current edition of Robert’s Rules of Order shall govern the proceedings of the Club except where inconsistent with these Bylaws.
Article VI
Elections
Section A – Nominations and Election Procedure
1. The President shall appoint a Nominating Committee before June 30 of each year.
2. The Nominating Committee shall present a slate of nominees to the Board at its October meeting, which shall take place prior to the October membership meeting.
3. At the October membership meeting the Nominating Committee will present a slate of nominees, at which time other candidates may be nominated from the floor. A candidate may also be nominated from the floor at the November meeting.
4. The Directors shall be elected at the November membership meeting. In contested races, the candidate for each position receiving the most votes shall be elected. In uncontested races, the nominee shall nevertheless be put to a vote and shall be elected if the majority of all votes cast are in favor. Voting shall be by written ballot, which ballot shall include a space for write-in candidates.
5. The Directors elected shall serve a two-year term beginning on January 1 of the year following the election. Transition term: Directors elected in 2023 shall take office January 1, 2024, and shall serve staggered terms. The offices of Vice President, Communications Chair, Events Chair, Secretary and Social Groups Chair shall serve an initial term of one year. The offices of President, Treasurer, Activists Chair, PAC Chair, Membership Chair and Program Chair shall serve an initial term of two (2) years.
Article VII
Dues
Annual Dues
If the Board determines that a change to the annual dues is necessary, it shall propose such change for the following year at the previous year’s November membership meeting. The proposed change shall only take effect if approved by a majority vote of members in good standing present and voting.
Article VIII
Amendments
Section A – Proposal and Adoption
1. These Bylaws may be amended by a two-thirds vote of the Members in good standing present and voting at any Membership meeting.
2. Proposed amendments may be submitted to the Board by any Member in good standing, or the Board itself may propose amendments. The Board shall designate a membership meeting at which to vote on the proposals.
3. The Communications Chair shall notify the membership at least twenty-one (21) days prior to the meeting of the full text of the proposed amendments by email and posting through the Club’s website. The time and place of the meeting at which the vote will take place will also be designated.
4. The full text of proposed amendments in their entirety as contained in the Notice shall be adopted or rejected.
Section B – Effective Date
Adopted amendments shall take effect immediately upon adoption.
ATTESTATION
The foregoing Bylaws constitute the Bylaws of the Sun City Democrats Club of Georgetown, Texas, as amended and restated May 11, 2024. Amendments to the November 11, 2023 Bylaws were adopted by a majority of the Board of Directors present at a Board meeting held the1st day of April, 2024, notice having been given and a quorum being present. The Board at said meeting recommended its amendments for adoption by the entire Cub at its May 2024 membership meeting. Required notice having been given the Club membership by email and on the Club website at least 21 days prior thereto, the proposed amendments were adopted by two-thirds of the Club Members in good standing at a Membership meeting held the 11th day of May, 2024.
/s/Mark E. Truesdell
Secretary, Sun City Democrats Club
May 11, 2024
Date