bylaws
Sun City Democrats Club
Georgetown, Texas
By-Laws As Amended November 19, 2022
Article I
Mission
The Sun City Democrats Club (hereafter the Club), is a Political Interest Group within the Sun City Texas 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 non-partisan 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
Any person who supports the Mission may join upon payment of annual dues set per Article VII. Members remain in good standing by renewing by January 31 of each year. The membership of an individual who joins after October 31 shall continue until December 31 of the following year.
Article III
Governance
Section A. Board of Directors
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. Any member in good standing may be elected to any Board position.
Section B. Directors: Officers, Standing Committee Chairs, Precinct Chairs
1. The Voting Directors of the Board are the Officers, Standing Committee Chairs, and two additional Directors elected by the Board.
a. The Officers are President, Vice-President, Secretary, Treasurer and PAC Treasurer.
b. The Standing Committee Chairs are: Membership, Social, Program, Special Events, Communications, Activists, Political Action, and Groups Activities.
c. The two additional Directors are Williamson County Democratic Party Precinct Chairs who are Club Members, who request membership on the Board prior to the January Board meeting in even-numbered years, and are elected by the Board at that meeting.
2. The immediate Past-President may request non-voting, two-year membership on the Board, with the approval of the Board.
Section C. 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 from among the Directors a President to serve the remainder of the term.
Section D. Vacancy on the Board
If a Board position becomes vacant the Board shall at the next Board meeting after the vacancy occurs elect a Club member to serve the remainder of the term.
Section E. Removal of Board Members
Any Director may be removed from office as follows:
1. At least two-thirds of the Voting Directors present at a Board Meeting approve the removal, provided that a statement of the reasons for removal is sent by email to the Director to be removed at least ten days prior to the meeting.
2. Within 30 days of the Board’s vote to remove, at least two-thirds of the members present and voting at a membership meeting approve the removal.
Article IV
Duties of the Board, Officers, and Standing Committee Chairs
Section A. The Board shall:
1. Review and approve an annual budget.
2. Adopt, at the beginning of its two-year term, a Strategic Plan to accomplish the Club’s Mission and communicate that plan to the membership.
3. Review and approve Standing Committee actions and requests for action when necessary.
4. Recommend to the membership the annual dues for approval per Article VII.
5. Review financial reports of the Treasurer.
6. Authorize expenditures not included in the annual budget.
7. Recruit individuals for Club positions.
8. Assist with the recruitment of Democratic candidates for offices at every level of government, in coordination with the Williamson County Democratic Party.
9. Determine which Democratic candidates and which candidates for non-partisan offices to support. And approve endorsements and contributions by the PAC under Article IV(B)(8)(c).
10. After soliciting suggestions from the membership, make contributions to charities that are consistent with the Mission.
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
1. The President shall:
a. Lead the Club to accomplish the Mission and preside and set the agenda at Board meetings and membership meetings.
b. Serve as the contact person for the State and County Democratic Party offices.
c. Lead the Board at the beginning of its two-year term to develop the Strategic Plan.
d. Present to the Board at the beginning of each year an annual budget consistent with the Strategic Plan, developed with the assistance of the Directors.
e. With the Treasurer and PAC Treasurer, be a signatory on the Club's financial accounts; make payments for the Treasurer when the Treasurer in unavailable to do so; be a second signatory required for expenditures over $499 and have access to all financial accounts.
f. With the Communications Chair 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.
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 under Article IV.
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. Keep accurate minutes of all Board meetings.
b. Submit the minutes to the Directors for their approval before the Board's next regular meeting.
c. Make the minutes available to Club members who request them.
d. Keep accurate minutes of official actions taken by the membership at monthly meetings and submit reports of those actions for inclusion in the minutes of the Board at its next regular meeting.
e. 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. 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.
c. Report all receipts and disbursements and current balances at each Board meeting.
d. Pay expenses approved by the Board.
e. Assist the President in the preparation of the annual Budget.
f. Make all reservations for room rentals as approved by the Board.
g. With the approval of the Board, appoint an Assistant Treasurer.
5. The PAC Treasurer shall:
a. Register as Treasurer of the Sun City Democrats Club PAC, a general-purpose PAC, with either the Texas Ethics Commission or Federal Election Commission or both as directed by the Board. Any regulatory fine imposed upon Club shall, once any appeals are exhausted, be paid from the General Treasury.
b. Timely file the applicable campaign finance reports with either the Texas Ethics Commission or Federal Election Commission or both, as required by applicable law and as directed by the Board.
c. In addition to the Treasurer and President, be a signatory on the Club's financial accounts; make payments for the Treasurer when the Treasurer is unavailable to do so; and if necessary be a second signatory required for expenditures over $499.
d. With the approval of the Board, appoint an Assistant PAC Treasurer.
a. Register as Treasurer of the Sun City Democrats Club PAC, a general-purpose PAC, with either the Texas Ethics Commission or Federal Election Commission or both as directed by the Board. Any regulatory fine imposed upon Club shall, once any appeals are exhausted, be paid from the General Treasury.
b. Timely file the applicable campaign finance reports with either the Texas Ethics Commission or Federal Election Commission or both, as required by applicable law and as directed by the Board.
c. In addition to the Treasurer and President, be a signatory on the Club's financial accounts; make payments for the Treasurer when the Treasurer is unavailable to do so; and if necessary be a second signatory required for expenditures over $499.
d. With the approval of the Board, appoint an Assistant PAC Treasurer.
Section C. Duties of the Standing Committee Chairs
1. The Membership Chair shall organize and lead a Committee that shall:
a. Enroll, retain, identify and recruit Democrats and other like-minded residents from Sun City and the surrounding community for membership in the club.
b. Receive membership applications and deliver to the Treasurer any dues payments received as soon as is practicable.
c. 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.
d. Communicate thanks to new and renewing members and communicate reminders to members who have not renewed by February 1.
e. Greet attendees at monthly meetings and other events and provide information about the Club to prospective members.
f. Keep the brochure promoting the Club up to date with the assistance of the Communications Chair and maintain a sufficient supply of them.
g. Engage the Club in activities which enhance opportunities for recruiting members.
2. The Social Chair shall organize and lead a Committee that shall:
a. Arrange events that recur throughout the year, including the regular membership meetings.
b. Request that the Treasurer reserve appropriate space for the events.
c. Provide information to the Communications Chair necessary to publicize the events.
d. Submit to the Board a report of each event with suggestions for improving future events.
3. The Program Chair shall organize and lead a Committee that shall:
a. Arrange for speakers and other appropriate programs for regular Membership meetings.
b. Request that the Treasurer reserve appropriate space for meetings and make payment of any honorarium for the speaker. Inform the Social Chair of requirements for appropriate setup of the meeting room.
c. Report to the Board plans for future programs.
d. Communicate with speakers, manage details necessary for the programs, and provide the Board with information about the speaker.
e. Coordinate with Special Events Chair and consult with the PAC Chair to avoid conflicts with their events.
f. Provide information to the Communications Chair necessary to publicize the monthly meeting.
4. The Special Events Chair shall organize and lead a Committee that shall:
a. Arrange once-a-year events that support the Mission and Strategic Plan.
b. Submit to the Board a proposal for each event with the proposed expenses and revenues of the event.
c. Request that the Treasurer reserve appropriate space for planned events.
d. Provide information to the Communications Chair necessary to publicize the events.
e. Coordinate with the Program Chair to avoid conflicts with their events.
f. Hold events requested by the PAC and approved by the Board.
g. Submit to the Board a report of each event with suggestions for improving future events.
5. The Communications Chair shall organize and lead a Committee that shall:
a. Disseminate information to support the Mission and Club activities to the membership, Sun City, and the surrounding community through all available means, including by:
i. Maintain the Club page on the Sun City Community Association website, the Club website, the Club social media accounts, and recruit additional administrators of those accounts.
ii. Submit relevant information to local media outlets, including a monthly notice for Sun Rays.
iii. 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.
b. Accomplish the stated duties by:
i. Using databases provided by the Membership Chair for communications.
ii. Gathering information on upcoming activities from the Directors for inclusion in communications and editing this information to be consistent with the Strategic Plan and Board policy.
iii. Maintaining subscriptions for the web site, domain, email systems and other information technology services included in the Committee budget.
6. The Group Activities Chair shall organize and lead a Group Activities Committee that shall:
a. Recommend to the Board for its approval such Groups and Leaders thereof as are deemed appropriate to support the Mission of the Club.
b. Oversee the activities of the Groups and provide the Board with a report of the monthly activities and accomplishments of each Group.
c. 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.
d. Direct each Group Leader or coordinator to for send notices and announcements to members of their group.
7. The Activists Chair shall organize and lead an Activists Committee which shall:
a. Arrange events and activities which support the Mission and Strategic Plan to influence public opinion and public officials.
b. Support and promote candidates selected by the Board under Article IV (A) (9).
c. Request that the Treasurer reserve any appropriate space for events or activities.
d. Provide information to the Communications Chair to publicize the events and activities.
1. The Membership Chair shall organize and lead a Committee that shall:
a. Enroll, retain, identify and recruit Democrats and other like-minded residents from Sun City and the surrounding community for membership in the club.
b. Receive membership applications and deliver to the Treasurer any dues payments received as soon as is practicable.
c. 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.
d. Communicate thanks to new and renewing members and communicate reminders to members who have not renewed by February 1.
e. Greet attendees at monthly meetings and other events and provide information about the Club to prospective members.
f. Keep the brochure promoting the Club up to date with the assistance of the Communications Chair and maintain a sufficient supply of them.
g. Engage the Club in activities which enhance opportunities for recruiting members.
2. The Social Chair shall organize and lead a Committee that shall:
a. Arrange events that recur throughout the year, including the regular membership meetings.
b. Request that the Treasurer reserve appropriate space for the events.
c. Provide information to the Communications Chair necessary to publicize the events.
d. Submit to the Board a report of each event with suggestions for improving future events.
3. The Program Chair shall organize and lead a Committee that shall:
a. Arrange for speakers and other appropriate programs for regular Membership meetings.
b. Request that the Treasurer reserve appropriate space for meetings and make payment of any honorarium for the speaker. Inform the Social Chair of requirements for appropriate setup of the meeting room.
c. Report to the Board plans for future programs.
d. Communicate with speakers, manage details necessary for the programs, and provide the Board with information about the speaker.
e. Coordinate with Special Events Chair and consult with the PAC Chair to avoid conflicts with their events.
f. Provide information to the Communications Chair necessary to publicize the monthly meeting.
4. The Special Events Chair shall organize and lead a Committee that shall:
a. Arrange once-a-year events that support the Mission and Strategic Plan.
b. Submit to the Board a proposal for each event with the proposed expenses and revenues of the event.
c. Request that the Treasurer reserve appropriate space for planned events.
d. Provide information to the Communications Chair necessary to publicize the events.
e. Coordinate with the Program Chair to avoid conflicts with their events.
f. Hold events requested by the PAC and approved by the Board.
g. Submit to the Board a report of each event with suggestions for improving future events.
5. The Communications Chair shall organize and lead a Committee that shall:
a. Disseminate information to support the Mission and Club activities to the membership, Sun City, and the surrounding community through all available means, including by:
i. Maintain the Club page on the Sun City Community Association website, the Club website, the Club social media accounts, and recruit additional administrators of those accounts.
ii. Submit relevant information to local media outlets, including a monthly notice for Sun Rays.
iii. 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.
b. Accomplish the stated duties by:
i. Using databases provided by the Membership Chair for communications.
ii. Gathering information on upcoming activities from the Directors for inclusion in communications and editing this information to be consistent with the Strategic Plan and Board policy.
iii. Maintaining subscriptions for the web site, domain, email systems and other information technology services included in the Committee budget.
6. The Group Activities Chair shall organize and lead a Group Activities Committee that shall:
a. Recommend to the Board for its approval such Groups and Leaders thereof as are deemed appropriate to support the Mission of the Club.
b. Oversee the activities of the Groups and provide the Board with a report of the monthly activities and accomplishments of each Group.
c. 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.
d. Direct each Group Leader or coordinator to for send notices and announcements to members of their group.
7. The Activists Chair shall organize and lead an Activists Committee which shall:
a. Arrange events and activities which support the Mission and Strategic Plan to influence public opinion and public officials.
b. Support and promote candidates selected by the Board under Article IV (A) (9).
c. Request that the Treasurer reserve any appropriate space for events or activities.
d. Provide information to the Communications Chair to publicize the events and activities.
8. The Political Action Committee Chair shall organize and lead the Sun City Political Action Committee (PAC) and shall:
a. Solicit and accept contributions to the Club from any person from whom contributions may be lawfully solicited.
b. With prior Board approval, make endorsements and direct disbursements to candidates, campaigns and the Williamson County and Texas Democratic parties, ensuring that contributions comply with applicable law. Such endorsements and contributions shall be promptly communicated to the Membership.
c. Adopt a set of written Endorsement and Contribution Guidelines for Board approval, which guidelines shall prohibit any contribution to a candidate with a primary opponent unless that candidate is an incumbent.
d. Coordinate with the Special Events Chair to hold fundraising events.
e. Consult with the Program Chair to avoid any potential conflicts in programming.
a. Solicit and accept contributions to the Club from any person from whom contributions may be lawfully solicited.
b. With prior Board approval, make endorsements and direct disbursements to candidates, campaigns and the Williamson County and Texas Democratic parties, ensuring that contributions comply with applicable law. Such endorsements and contributions shall be promptly communicated to the Membership.
c. Adopt a set of written Endorsement and Contribution Guidelines for Board approval, which guidelines shall prohibit any contribution to a candidate with a primary opponent unless that candidate is an incumbent.
d. Coordinate with the Special Events Chair to hold fundraising events.
e. Consult with the Program Chair to avoid any potential conflicts in programming.
Article V
Meetings
Section A. Membership Meetings
1. Regular membership meetings shall be held each month, except December. The November membership meeting in odd-numbered years shall be open only to members in good standing and the agenda shall be the Board election, 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 Club website posting at least ten days prior to the meeting date, stating the time and place of the meeting and the subject to be considered.
3. A quorum for conducting business at a regular or special meeting of the membership shall be the number of members present.
4. All membership meetings shall be open to the public except as provided by in Section A (1) of this Article.
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 ten days prior to 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 Director.
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 be the authority for resolving parliamentary questions at all meetings.
1. Regular membership meetings shall be held each month, except December. The November membership meeting in odd-numbered years shall be open only to members in good standing and the agenda shall be the Board election, 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 Club website posting at least ten days prior to the meeting date, stating the time and place of the meeting and the subject to be considered.
3. A quorum for conducting business at a regular or special meeting of the membership shall be the number of members present.
4. All membership meetings shall be open to the public except as provided by in Section A (1) of this Article.
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 ten days prior to 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 Director.
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 be the authority for resolving parliamentary questions at all meetings.
Article VI
Elections
Section A. Nominations and Election Procedure
1. The President shall appoint a Nominating Committee before June 30 of each odd-numbered 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's slate of nominees will be presented, at which time other candidates may be nominated from the floor.
4. The Directors shall be elected at the November membership meeting per Article V (A)(1). The candidate for each position receiving the most votes shall be elected.
5. The Directors elected shall serve a two-year term beginning on January 1 of the year following election.
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 at least twenty-one days prior to the meeting notify the membership, by email and Club website posting, of the full text of the proposed amendments and the time and place of the meeting at which the vote will take place.
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 on the date specified in the Notice thereof.
(The foregoing Bylaws constitute the Bylaws of the Sun City Democrats of Sun City, Texas as amended and restated November 19, 2022. Amendments to the November 12, 2021 Bylaws were adopted by a majority of the Board of Directors of the Sun City Democrats present at a Board meeting held the 15th day of October, 2022, notice having been given and a quorum being present. The Board at said meeting recommended these amendments for adoption by the entire Club at its November 2022 Membership meeting. Required Notice having been given the Club membership by email and by posting on the Club website at least twenty-one days prior thereto, the proposed November 2022 amendments were adopted by two thirds (2/3) of the Club members in good standing at a Club meeting held the 19th day of November, 2022.)
/s/Peggie Price
Secretary, Sun City Democrats Club
11/19/2022
Date
/s/Peggie Price
Secretary, Sun City Democrats Club
11/19/2022
Date