Bylaws of the Sunflower County Democratic Executive Committee
ADOPTED AUGUST 2, 2008 AMENDED Sept. 8, 2012
ARTICLE I. NAME
The name of this organization shall be: The Sunflower County Democratic Executive Committee.
ARTICLE II. PURPOSE
1. The purposes of this organization, hereafter referred to as The Committee, are:
a) To fulfill all of the legal requirements of a county executive committee for the Democratic Party of the State of Mississippi within Sunflower County, Mississippi, including, but not limited to:
1) Certifying Democratic Party candidates for elective offices on the county level;
2) Conducting party primaries for Sunflower County; and
3) Canvassing and certifying election returns in accord with the election laws of the State of Mississippi;
b) To serve as the governing body of the county party unit between conventions; and
c) To advance the purposes and goals of the Democratic Party within the county.
2. This organization is an element of the Democratic Party of the State of Mississippi and shall be governed by the Constitution and Bylaws of that organization. Any conflict between this document and state party documents shall be resolved in favor of the governing rules of the state party.
ARTICLE III. MEMBERSHIP
Section 1. Number.
There shall be thirty members of The Committee, six to be elected from each supervisor’s district by the County Convention Delegates from each said supervisor’s district acting separately. Within one year of its election, The Committee, at its discretion, may vote to expand The Committee by the election of six members to be elected from the county at large. If necessary, those six members may be appointed by the Committee to help ensure balances between men, women, age, and minorities.
Section 2. Election of Members.
Members shall be elected at the County Democratic Convention held each four years.
Section 3. Tenure.
Members shall hold office for four years or until their successors are chosen pursuant to these rules.
Section 4. Qualifications.
Each member shall be a registered voter in Sunflower County and live in their designated voting District at the time of their election.
Section 5. Voting Rights.
Each member is entitled to one (1) vote on each matter submitted to a vote of the members.
Section 6. Vacancies.
Vacancies on The Committee may be filled by a representative from the District where the vacancy occurs by a majority of the members present and voting at a duly called or regularly scheduled meeting not less than thirty (30) days after notice of the filling of vacancies is given.
Section 7. Termination of membership.
The seat of any member of The Committee may be declared vacant by a two-thirds vote of those members present and voting at a duly called meeting of The Committee upon the happening of one of the following:
a) It is brought to the attention of The Committee in writing that a committee member has missed three or more regular meetings of The Committee for reasons other than illness or business;
b) It is brought to the attention of The Committee that a committee member is publicly, actively, or financially supporting the candidacy of any person not running as a Democrat, except in a non-partisan election;
c) Malfeasance, misfeasance, or nonfeasance in office;
d) Resignation of the member;
e) Death of a member;
f) Relocation of the member outside Sunflower County. If a member moves his or her legal residence outside the supervisor’s district from which he or she was elected, The Committee, at its discretion, may replace the member.
Before the seat of any member is declared vacant, all members of The Committee and the accused member whose seat is proposed to be vacated shall be given 30 days written notice specifying the cause or causes. The accused member whose seat is proposed to be vacated may make a written request for a hearing before The Committee any time within the first 20 days of such notice, but the written request for hearing shall be received by the Secretary of The Committee and a copy thereof by the Chairperson of The Committee not later than ten days prior to the date set for such a meeting of The Committee. If such written request for a hearing before The Committee is received, then The Committee shall grant a reasonable period of time during such a meeting before The Committee shall take final action thereof. The Committee shall issue its decision and order in writing. If The Committee orders the seat vacated, its decision shall include the findings of the fact based upon the evidence presented and shall be served upon the accused member together with its order vacating the seat within ten days after the conclusion of the hearing, by United States Mail, postage prepaid, at the accused member’s usual mailing address. If the decision of The Committee is favorable to the accused member, the proceedings shall be dismissed and the decision entered into The Committee’s minutes.
ARTICLE IV. MEETINGS
Section 1. Monthly Meeting.
Regular meetings of The Committee shall be held on the first Saturday of the month, except when the first Saturday falls on a holiday weekend, at 10:00 A.M. at a place designated by the Chairman. When the first Saturday falls on a holiday weekend the regular meeting shall be held on the second Saturday of the month at 10:00 A.M. at a place designated by the Chairman. The time and place for all public meetings of The Committee shall be publicized fully and in such a manner as to assure at least a five-day notice to all interested parties.
Section 2. Special meetings.
Special meetings of The Committee may be called by the Chairperson or by 25% of the membership of The Committee. Written notice of the called or special meeting is desirable, time permitting. Reasonable efforts shall be made to give sufficient notice of special meetings to all members of The Committee.
Section 3. Place of Meeting
The Committee may designate any place, within the County of Sunflower, as the place of meeting for any monthly meeting or for any special meeting of The Committee.
Section 4. Quorum
A quorum for any regular or special meeting of The Committee shall consist of 30% of the members of The Committee. If a quorum is not present at any meeting of member, no Committee business shall be conducted at that meeting.
Section 5. Proxies
No votes by proxy shall be allowed.
Section 6. Meetings.
All public meetings of The Committee shall be open to all members of the Party regardless of race, sex, color, creed, national origin, religion, ethnic identity, economic status, or philosophical persuasion. All meetings shall be conducted in accordance with the most current edition of Robert’s Rules of Order.
ARTICLE V. OFFICERS
Section 1. Officers.
Officers of The Committee shall be elected by and serve at the pleasure of The Committee at the first meeting of The Committee following the county convention. Officers shall server a term of four years or until their successors are chosen, unless removed by a majority vote of the members of the Committee.
Section 2. Number.
The officers of The Committee shall consist of a chairperson, a vice-chairperson, a secretary, an assistant secretary, a treasurer, a parliamentarian and a chaplain. These elected officers shall comprise the Executive Board of The Committee.
Section 3. Chairperson.
The Chairperson shall preside at all meetings of The Committee; shall perform such other duties as may be prescribed in these bylaws or assigned to him/her by The Committee; shall be a member ex-officio of all committees; and shall coordinate the work of the officers and standing committee; shall supervise and control all business and affairs of The Committee subject to the control of The Committee; may sign with the Secretary or any other proper officer of The Committee thereunto authorized by The Committee, any deeds, mortgages, bonds, contracts, or other instruments which The Committee has authorized to be executed.
Section 4. Vice-Chairperson.
The Vice-Chairperson shall assist the Chairperson in the exercise of his/her duties and shall preside in the absence of the Chairperson. The Vice-Chairperson shall have such other powers and duties as may be granted to him/her from time to time by resolution of the Committee. The Vice-Chairperson shall be of a different race and sex from the Chairperson, if possible, to ensure diversity.
Section 5. Secretary.
The Secretary shall be in charge of all files and records of The Committee (except financial records) and shall keep the minutes of the proceedings of all meetings; shall be responsible for maintaining the official record of this document and providing members and the State Party with a copy of this document as initially adopted and each amendment as adopted. All records shall be available for inspection by any member of The Committee or any official of the State Party upon reasonable notice. The Secretary shall maintain membership list and records of attendance and shall report in writing, not less than each six months, on absences that would require removal of the member from office.
Section 6. Assistant Secretary.
The Assistant Secretary shall assist the Secretary in the exercise of his/her duties and shall assume all secretarial duties in the absence of the Secretary. Should the office of Secretary be vacated, the Assistant Secretary will assume the office of Acting Secretary until an election can be held to fill the vacancy. The Assistant Secretary shall be of a different race and sex from the Secretary, if possible, to ensure diversity.
Section 7. Treasurer.
The Treasurer shall have custody of the funds of The Committee and shall render written accounts of the receipts and disbursements of The Committee to each meeting of The Committee. Funds shall be deposited in a fully insured financial institution designated by resolution of The Committee. The Treasurer shall make disbursements as authorized by the Chairperson, Executive Committee, or Committee. Checks or vouchers shall be signed by two persons, the Treasurer and one other person as designated by The Committee. The Treasurer’s accounts shall be examined annually by an auditor or by an auditing committee of not less than three members, who, satisfied that the accounts are correct, shall sign a statement to that fact. The auditor or auditing committee shall be selected by The Committee. The Treasurer shall be of a different race and sex from the Secretary if possible to ensure diversity.
Section 8. Parliamentarian
The Parliamentarian should advise the Chairperson on parliamentary procedures at all Committee meetings and conventions and shall, when called upon, make parliamentary and procedural rulings as to the conduct of such meetings.
Section 9. Chaplain
The Chaplain should provide opening and closing prayers at all meetings of the Sunflower County Democratic Executive Committee and at any other time s required by the chairman.
ARTICLE VI. FINANCE
An annual operating budget shall be approved by the Executive Committee at the beginning of each fiscal year, and no Party funds expended for any other purpose not provided for in said budget except with approval in advance of the Executive Committee.
No debts or financial obligations shall be incurred in the name of the party by anyone except as authorized by the budget or appropriate resolution.
ARTICLE VII. CERTIFICATION OF CANDIDATES
The Executive Committee, or any specially designated subcommittee, shall be empowered to certify candidates for primary elections, to certify primary election returns, and to hear and decide election disputes.
No candidate shall be certified to run in a Democratic Primary for any office:
a) Who has not met the statutory qualifications to run for such office;
b) Who is not in accord with the principles and rules of the Democratic Party of Mississippi as set forth in its Constitution and Bylaws and the standards of principles of the party;
c) Who will not pledge to support the candidacy of all Party nominees at all levels running in the same general election for which nomination is being sought.
ARTICLE VIII. COMMITTEES
Only members of The Committee shall be eligible to serve in any elective or appointive positions.
The standing committees of The Committee and their functions shall be as follows:
a) Elections---to supervise the conduct of party primaries and to certify candidates and election results, all in accordance with state and federal election laws;
b) Budget and Finance---to recommend a budget for the operation of The Committee and plan and execute fund-raising activities for The Committee. The Treasurer shall be an ex officio member of this committee;
c) Party Development and Organization---to develop and implement plans to strengthen party organization at the county, district, and precinct level;
d) Campaign---to serve as a liaison between The Committee and duly certified Democratic candidates and their campaign organizations and to assist in their elections; and
e) Voter Registration---to develop and implement plans to increase voter registration, especially among potential Democratic voters.
2. The chairperson of each standing committee shall present a plan of work to the Executive Committee for approval. No committee work shall be undertaken without the consent of the Executive Committee.
3. The Chairperson shall appoint as many ad hoc committees as are necessary to conduct the business of The Committee. They automatically go out of existence when their work is done.
ARTICLE IX. PARLIAMENTARY PROCEDURE
“Robert’s Rules of Order Newly Revised” shall govern this Committee in all cases in which they are applicable and in which they are not in conflict with these BYLAWS and those of the Mississippi State Democratic Executive Committee.
ARTICLE X. EFFECTIVE DATE
The Constitution and Bylaws shall become effective after a two-thirds majority vote of the present and voting members at a regular meeting of The Committee, after notice to members of the offering of the document for adoption. The Secretary shall provide a written copy of the proposed document by email, mail or hand delivery to each member. After adoption, the Secretary shall provide an official copy of the Constitution and Bylaws to each member and the state party.
ARTICLE XI. FISCAL YEAR
The Fiscal year shall be the calendar year.
ARTICLE XII. AMENDMENTS
These bylaws may be amended by majority vote of the delegates assembled at any County Convention or by two-thirds vote of the County Executive Committee at any Executive Committee meeting specially called for such purpose, with the proposed amendments submitted in writing to each Executive Committee member at least thirty days prior to said meeting.