ARTICLE I – GENERAL
Section A. Name: Grand Democrats
Section B. Mission Statement: It is the mission of the Grand Democrats to establish a strong presence in the community ensuring a voice in local Democratic politics; to influence future elections by supporting local, state and national Democratic candidates; to develop relationships with local, state and national officials holding democratic values; and to inform members about important governmental issues and actions.
Section C. Grand Democrats is a political organization committee registered with the Secretary of State, State of Arizona.
ARTICLE II – MEMBERSHIP
Section A. Membership shall be open to all Sun City Grand residents who support the mission of Grand Democrats (the “Club”).
Section B. Application for membership and proof of membership shall be in the form approved by the Club’s Executive Board (the “Board”).
Section C. Dues: Annual dues in an amount recommended by the Board (see Article III) and approved by membership vote are payable in advance. Timely payment of dues by each member shall be required for membership in good standing. Dues shall be set from time to time by the Board and are payable January 1st. Dues shall be prorated after October 1st or by action of the Board.
Section D. Membership in the Club shall only be revoked with cause and if approved by a majority vote of the Board.
ARTICLE III – EXECUTIVE BOARD
Section A. The Board shall determine policy, provide fiduciary and stewardship responsibility over all contributed funds, is accountable to donors, and participates actively in fund raising activities and shall carry out all duties in accordance with the laws of the State of Arizona. The Board may appoint, from time to time, paid outside contractors who shall be responsible to the Board for various administrative and business needs of the Club. The Board may delegate authority to committees or to individual board members, as it deems necessary, for carrying out the purposes and business of the Club.
Section B. Officers of the Club – The officers are President, Vice-President, Secretary, Treasurer and three Members-At-Large. These officers and members will also serve as the Board.
Section C. Board Membership – The Board manages the day-to-day operations and business of the Club in accordance with the laws of the State of Arizona, these Bylaws and the values and policies adopted by the Club and any additional rules that may apply as part of Sun City Grand residency. All Board members and nominees of board positions shall be registered Democrats and members in good standing. At no time shall couples, married, partner or significant others, occupy positions on the Board or paid positions, during the same term.
Section D. Quorum and Actions – A quorum consists of four (4) Board members who shall have the authority to conduct business and act on behalf of the Board in cases of emergency when the full Board cannot be convened. A majority of the Board shall constitute a quorum for the transaction of business and the majority vote of those present at a Board Meeting is an act of the Board. The President may convene an emergency meeting of the Board at his/her sole discretion. Such meetings may be held by telephone conference call, email or other means, if meeting in person is impossible or impractical given the circumstances. The President may also permit the members to vote by telephone, email or other means as determined by the President at his/her sole discretion; a written record of each vote must be submitted to the Secretary for inclusion in the permanent record. A written record of any decisions made in an emergency meeting shall become part of the permanent record as recorded by the Secretary.
Section E. Term of Office: All Officers are elected for a term of one year at the annual general November meeting of the Club. The term of elected officers begins on January 1 of the following year unless a Special Election is held. Officers are limited to two consecutive terms in the same office, however, by a 2/3 vote of the membership voting at the time of the election, individuals may succeed themselves for more than two consecutive terms as an officer in that office.
Section F. Vacancies and Removal: A vacancy on the Board shall occur if a member resigns, fails to maintain Democratic registration, dies or is removed for cause by the Board. Reasons for removal may include failure to attend three (3) consecutive Board meetings. Any Board member may resign by giving written notice to the Board or to the President or Secretary of the Club. Such resignation shall take effect on the date given unless the Board requests and the resigning member grants a transition period. Any Board Member may be removed with cause by the affirmative vote of a majority of the Board Members at a special meeting called for that purpose. The President (or the Vice-President in the President’s absence) shall appoint replacements for the remainder of the term and the Board shall approve replacements.
Section G. Duties and Responsibilities of Officers: The duties and responsibilities of each officer shall be those customary to each office, as described in Robert’s Rules of Order Newly Revised Edition, in addition to the specific responsibilities set forth herein.
President: The President shall be responsible for leadership, general supervision, direction and control of the business and affairs of the Club. The President shall preside at all meetings of the Board and General Meetings of the membership, and shall have such other powers and duties as may be prescribed from time to time by the Board. The President shall assist in the preparation and adoption by the Board of the budget for the forthcoming year. The President, with Board approval, shall appoint Chairpersons for all committees, including standing committees. The President or his/her designee shall serve as an ex-officio member of each of the standing committees. The President will represent the Club to outside groups. In order to facilitate transition, the President is generally expected to remain on the Board for one year after his/her term as one of the Members-At-Large.
Vice-President: Shall perform all duties of the President in the event of the President’s absence or inability to perform and shall also perform other such duties and responsibilities as may be assigned, with Board approval, from time to time by the President. The Vice-President shall ensure that the activities on the Sun City Grand Events Calendar have room reservations, event spaces, etc. and are acquired in a timely manner. The Vice-President will coordinate all such arrangements with appropriate Committee Chairpersons and the Treasurer.
Secretary: Shall keep the records of the minutes and agendas. A draft copy will be sent to the President for concurrence and approval prior to distribution. The Secretary will distribute the minutes of meetings promptly to all members of the Board, work with the Historian and conduct correspondence relating to the Club’s business. The Secretary shall have available a copy of the current Bylaws of the Club at all Board and General Meetings. The Secretary, in the Treasurer’s absence may be called upon to disburse funds.
Treasurer: Shall receive and deposit all monies due to the Club and pay all obligations that may be incurred by the Club in the regular course of its business, shall keep an up-to-date ledger of all financial transactions and provide financial reports as may be required at all meetings of the Board or General Membership. The Treasurer shall also review, attest to and execute all legal and contractual documents required in the operation as approved by the Board. The Treasurer shall complete and file County, State and Federal Tax forms and reports as may be required. The Treasurer, for the benefit of the members of the Club, and if so directed by the Board, shall obtain a surety bond and the cost of the bond shall be an expense of the Club. The Treasurer shall develop a process detailing how monies should be collected and properly documented. The Treasurer will chair a meeting, quarterly, with Committee chairs and any other members who collect funds in the Club, and may also include appointees of the Board (in the interest of developing future Board officers) to review this process. The Treasurer (and the Secretary in the Treasurer’s absence) is the only person authorized by the Board to disburse funds.
Section H. Duties and Responsibilities of Members-At-Large (3 positions): The three members at large represent the general membership as voting members of the Board. Members at Large may also serve as committee chairs and are expected to take on additional responsibilities, as needed.
ARTICLE IV – COMMITTEES AND OTHER POSITIONS
The President may by resolution, at any meeting of the Board, designate standing, ad hoc, and/or special committees and/or projects of the Board.
Section A. Standing Committees and Two Appointed Positions: There shall be five standing committees: Fund Raising, Membership, Public Relations, Programs, and Social; three special committees: Election, Finance, and Nominating; and two appointed positions: Historian and Webmaster. The President shall appoint a Chair for each of the committees and the Chair may request a Co-Chair at any time. The President or his/her designee shall serve as an ex-officio member of each of the standing committees. The President shall serve the committees in an advisory capacity and as such shall advise the committees as to the availability of members to aid in committee programs and as to the financial viability of such or proposed programs as they relate to the overall objectives of the Club. Approval or disapproval of committee activities and programs shall rest with the Board. The Board must approve budgets and schedules for any event, activity or program before any event is announced or conducted.
MEMBERSHIP COMMITTEE: The Chair shall be responsible for attracting, retaining and tracking the membership, maintaining accurate and up-to-date membership and other contact lists and developing and distributing membership materials.
PUBLIC RELATIONS COMMITTEE: The Chair shall be responsible for effectively communicating our message to the print and electronic media, local, county and state Democratic and other interested groups. In addition, the Chair is responsible for providing notices of meetings and special events, and other information relating to club activities to the media, including the Grand Times.
PROGRAM COMMITTEE: The Chair shall be responsible for planning and implementing educational programs for Club General Meetings and special events.
ELECTIONS COMMITTEE: The Chair shall be responsible for organizing and implementing a “get out the vote” program, organizing and implementing voter education and registration activities, and working to get Democrats elected to public office.
NOMINATIONS COMMITTEE: The Chair shall be responsible for encouraging the development of future Board members as a continuous process by, consulting with members regarding their abilities and availability to serve as future Board members and developing a list of Board candidates for submission to the membership at the November General Meeting. All members desiring to be considered for election to the Board shall submit a Candidate Information form and a signed Candidate Declaration form to the Nominations Committee not later than a date set by the committee. No current Board member who intends to run for reelection for the up-coming year shall be a member of the Nominations Committee. The Nominations Committee shall have no fewer than three members and not more than four, including the Chair. The Nominations Committee shall prepare and present a slate of candidates for the Board vacancies to the Board for discussion and approval at the October Board meeting. At the October General Meeting, the Nominating Committee will present the slate to the general membership.
SOCIAL COMMITTEE: As determined by the Board, the Chair shall be responsible for the planning and implementation of social events. This would include social time for the General Meetings as well as Blue Monday, Blue Breakfast and Drop-Ins.
FINANCIAL COMMITTEE: The Chair of the Financial Committee is the Treasurer. The Treasurer may establish this Committee upon recommendation by the Board to advise and assist with Club financial matters. The Treasurer is responsible for all the activities as set forth in these Bylaws for the office of Treasurer and in addition collect funds raised, and pay the obligations of the Club only as directed by the Board, maintain an accurate and up to date record of the income and expenditures of the Club, prepare an annual budget, report on the financial status of the Club at its regular meetings and as requested by the President or the Board, remain up to date on current and upcoming financial reporting requirement at all levels, advise the board on a regular basis of the status of financial reporting required by law, and file all reports as required by law.
FUNDRAISING COMMITTEE: The Chair shall be responsible for all activities related to raising funds for the purpose of promoting Democratic candidates for local, county, state, and national offices; increasing voter registration and educating voters, and other purposes approved by the Board.
HISTORIAN: The Board may appoint a Historian to keep a physical record of the events and programs of the Club in cooperation with the Secretary.
WEBMASTER: The Webmaster will maintain and enhance the Club website and provide technical support for the site. The Webmaster may also be required to send out email “blasts” to the general membership and others on our mailing lists, and post photos and upcoming events and miscellaneous information.
ARTICLE V – MEETINGS AND SPECIAL EVENTS
Section A. General Meetings: Meeting for the General Membership shall be held not less than annually with additional meetings as determined by the Board. Meetings will be open to the public and will be announced on the Club’s website and in the media.
Section B. Election of Officers: Election of Officers to the Board shall be held annually at the first membership meeting after November 1st. Notice of the meeting time, place and agenda shall be completed and provided to the general membership no fewer than ten days prior to the meeting. The majority of those present shall determine the new officers. At the Annual General Meeting, additional nominations may be made from the floor for any Board position, and then the Chair of the Nominations Committee shall conduct a vote for each position.
ARTICLE VI – AMENDMENTS AND DISSOLUTION
Section A. Bylaws: Any member of the Club in good standing may propose an amendment to these bylaws. The proposed amendment shall be delivered to the President in writing (may also be via email) with a statement setting forth the reasons for the proposed amendment. The proposed amendment must be reviewed by the Board prior to presentation to the General Membership to ensure that the proposed amendment is in compliance with Arizona Revised statutes, State Party and DNC bylaws. The proposed amendment may then be presented to the General Membership for approval at the next General Membership meeting following the 30 day notice period. The notice of the meeting must specify in writing the nature of the proposed amendment to be voted on at the membership meeting. Such written notice of said meeting must be posted on the Club’s web site at least 30 days prior to such meeting. A two-thirds majority vote of the membership present shall be required to adopt any amendment to the bylaws.
Section B. Dissolution: Should this organization dissolve, and unless otherwise directed by the Board, the monies and assets will be donated to another organization with the same or similar purpose.
ARTICLE VII – MISCELLANEOUS
Section A. Robert’s Rules of Order Newly Revised edition are hereby adopted for conducting all Board and General Meetings.
Section B. Personal liability: The Club shall hold harmless any Officer or any other Board member from any suit, damage, claim, judgment or liability arising out of, or asserted to arise out of, conduct of such person in his or her capacity as an Officer or other Board member to the limit of monies in the Treasury. In cases involving willful misconduct no payment shall be made from the Club treasury.
Section C. Fiscal Year: The Fiscal year of the Club shall be January 1st to December 31st of each calendar year.
Section D. Contracts, Bank Accounts, etc.: The Board is authorized to select such banks or depositories, as it shall deem proper for the funds of the Club. The Board shall determine who, if anyone other than the Treasurer, shall be authorized to sign checks, drafts, or other orders of payment of money, acceptances or other evidences of indebtedness of the Club. All written contractual agreements, or other documents and instruments written on behalf of the Club upon approval by the Board, shall be signed by the Treasurer and in his/her absence, by the Secretary. The Treasurer shall sign all the Club’s checks, drafts and other orders under $500. Checks, drafts and other orders equal to or exceeding $500 must be approved by the Board prior to disbursement.
ADOPTION DATE: The Membership of the Club adopted these Bylaws on January 27, 2010. Amended September 19, 2012.