Bylaws of the Seventh Congressional District of Virginia Republican Committee
ARTICLE I – Name The name of this organization shall be “Seventh Congressional District of Virginia Republican Committee,” hereinafter called the “District Committee.”
ARTICLE II – Organization The District Committee is organized under and governed by the “Plan of Organization of the Republican Party of Virginia” (the “State Party Plan”). All business conducted by the District Committee shall be in accordance with the State Party Plan, these Bylaws, and Roberts Rules of Order (most current revision). Should any action of the District Committee conflict with the State Party Plan, the terms of the State Party Plan shall prevail.
ARTICLE III – Purpose The purpose of the District Committee is to promote and promulgate the principles of the Republican Party, to encourage qualified candidates to run for public office, to elect Republican candidates to public office, to assist generally the citizens composing the units served by the District Committee, and to assist elected Republican officials in the execution of their responsibilities.
ARTICLE IV – Membership
A. As used in these Bylaws, “member of the District Committee” and “member” shall mean a voting member of the District Committee.
B. Members of the District Committee must reside within Virginia’s Seventh Congressional District and be a member of their Unit Committee, or with the affiliated organization they represent, throughout their term on the Committee.
C. Voting membership on the District Committee shall consist of, and be restricted to, the following:
a. District Chairman;
b. Chairman of each Unit located wholly or in part within the District, or his or her designee when the Unit Chairman does not reside in the District;
c. Representatives to the Republican State Central Committee elected by the Seventh District Committee and Convention;
d. Seventh District Representative of the Virginia Federation of Republican Women;
e. Seventh District Representative of the Young Republican Federation of Virginia; and
f. Seventh District Representative of the College Republican Federation of Virginia.
Article V – Nonvoting Officers
A. The District Committee Officers shall be elected by the District Committee at the first meeting following the Biennial District Convention to serve until their successors are elected.
B. A District Committee Officer may be removed from office for cause by a two-thirds vote of the members of the District Committee, after notice and opportunity to present a defense as set forth in the State Party Plan.
C. Vacancies in any District Committee Office shall be filled by a vote of the members of the District Committee at the first meeting following the occurrence of the vacancy. The call for such meeting shall include notice of the vacancy and intent to fill it.
D. The District Chairman may make an interim appointment to an office until the District Committee fills the vacancy.
E. An officer shall not enjoy voting rights unless he or she is entitled to vote as a member of the District Committee.
F. With the exception of the right to vote, District Committee Officers may participate fully in District Committee meetings, including, but not limited to, making of motions and participation in discussion.
G. District Committee Officers shall be:
ARTICLE VI – Duties of District Committee Officers
A. The District Chairman shall be responsible for the general execution and implementation of the programs and policies of the District Committee. The duties of the District Chairman shall be as set forth in the State Party Plan ((as amended from time to time).).
B. Vice Chairman The Vice Chairman shall assume the duties of the District Chairman in the case of their disability or absence. The Vice Chairman shall perform other duties as instructed by the District Chairman or District Committee.
C. Secretary The Secretary shall keep the minutes and other official records of the District Committee including attendance records, shall advise District Committee members when they have missed two consecutive meetings, and shall assist the District Chairman with official correspondence and the filing of documents.
a. The Treasurer shall receive and disburse all funds, shall submit a written report of financial transactions and condition at each District Committee meeting, shall file all required financial reports, shall issue notices of assessments to all units, and shall with the Chairman open and maintain a bank account in the name of the District Committee. The records of the District Treasurer shall be subject to audit per these Bylaws.
b. The Treasurer shall be authorized to disburse funds under the following conditions:
i. In accordance with an annual budget approved by the District Committee at a regularly called meeting, provided adequate funds are on hand to meet any priority obligations as established by such a budget;
ii. By authority of the District Committee at a duly called meeting, provided a source of funds to meet other obligations is clearly identified;
iii. Upon the authority of the District Chairman, the Treasurer shall also have the authority to make expenditures not exceeding a total of $500 between each meeting of the District Committee. Such expenditures shall be reported to the District Committee members in writing within 7 days.
E. The officers shall deliver all official records to his or her successor or the District Chairman within ten days from the officer leaving office.
ARTICLE VII – Nonvoting District Officials
A. The District Chairman may appoint
a. Legal Counsel,
c. Candidate Development Coordinator,
d. Chairman and members of any Special Committee, and
e. other offices as the District Committee may create.
B. The officials appointed under this Section shall serve exclusively at the pleasure of the District Chairman.
C. Unless an officer is also a member of the District Committee, officials appointed under this Section shall not have the right to participate in meetings of the District Committee except to make reports and render advice as called for by the District Chairman or the District Committee.
ARTICLE VIII – Standing and Special Committees
A. Finance Committee – There shall be a standing committee, known as the Finance Committee. The chairman and members of the Finance Committee shall be appointed by the District Chairman.
B. Audit Committee – There shall be a standing committee known as the Audit Committee. The chairman and members of the Audit Committee shall be appointed by the District Chairman. The Audit Committee shall make an annual audit of the books and financial records of the District Committee at the end of each fiscal year and whenever there is a change in the person holding the office of Treasurer. The results of such audits shall be reported to the members at the next District Committee meeting following the completion of the audit.
C. Other Committees – Other special committees shall be established by the District Committee as needed. Their chairmen and members shall be appointed by the District Chairman.
ARTICLE IX – Meetings
A. Frequency – The District Committee shall meet at least once each calendar quarter consistent with the State Party Plan. Additional meetings as may be required shall be called by the District Chairman or upon petition to the District Chairman of one-third of the members of the District Committee.
B. Notice – Meetings of the District Committee shall be held upon a minimum of seven days written notice, with agenda enclosed to the membership as recorded on the official membership list prepared and maintained by the Secretary.
C. Quorum – A majority of the members of the District Committee shall constitute a quorum for the transaction of business. Any unfilled position shall not be included in the numbers of members as part of the calculation for quorum.
D. Voting and Proxies – No individual may cast more than one vote, regardless of the number of voting membership seats and proxies he or she may hold. A member of the District Committee may be represented at any District Committee meeting by a proxy, subject to the following conditions:
a. Any person who acts as proxy must be a voting resident of the Seventh Congressional District of Virginia and the unit or organization represented by the person whose proxy he or she holds;
b. Any proxy may be withdrawn by the District Committee member giving it at any time prior to its exercise;
c. All proxies shall be in writing, signed by the maker, and substantially in the form mandated by the State Party Plan.
E. Rules Meetings shall be governed by and conducted in accordance with the State Party Plan, these Bylaws and Robert’s Rules of Order (most current revision), which shall control in that order in the event of conflict.
ARTICLE X – Budget and Finance
A. Budget – An annual calendar year budget shall be prepared by the Treasurer in coordination with the Finance Committee under the supervision of the District Chairman. The budget for the following year should be presented to the District Committee for approval at the last meeting of the District Committee each calendar year. It shall be adopted by majority vote of the District Committee.
B. Funding – The District Committee may create a special assessment determined by a vote of two-thirds of the District Committee. Each Unit Committee shall pay such a special assessment, not to exceed $3 per delegate vote, in proportion to delegate votes in the unit at the last Biennial District Convention. Written notice of the assessment shall be sent to each Unit Chairman within two weeks of the assessment being determined.
C. Fundraising – The Finance Committee, in coordination with any special committee created for the purpose, shall be responsible for planning and executing a minimum of one event annually designed to raise funds for the District Committee.
D. Debt – The District Committee shall not expend more funds than it has on hand, nor incur debts which would result in a budget deficit.
E. Campaign Debt – The District Committee shall not be responsible for the campaign debts of any candidate.
F. Fiscal year – The fiscal year of the District Committee shall be from January 1 through December 31.
ARTICLE XI – Other Provisions
A. Participation – In order to be eligible for election, appointment or designation to any position covered in these Bylaws, an individual must be a registered voter within the Seventh Congressional District of Virginia and be a member of a unit committee or one of the organizations granted representation on the District Committee and remain a member throughout their term of office.
B. Method of Nomination – Once a method of nomination has been selected by the District Committee, the method shall not be changed except by three-fourths vote of the District Committee.
C. Conventions – All business related to conventions and convention procedures, to include location, representation, and fees, shall be determined at a called meeting of the District Committee.
ARTICLE XII – Adoption of Bylaws These Bylaws shall become effective at the end of the meeting at which they are adopted. Adoption shall require (1) that notice of the intent to adopt and general text of the Bylaws were included in the call for the meeting at which the vote was taken, and (2) approval by a three-fourths vote of the members of the District Committee present at the meeting, but not less than a majority of the total members.
ARTICLE XIII – Amendments These Bylaws may be amended by a two-thirds vote of the members of the District Committee present and voting at any meeting, or by a two-thirds vote of any District Convention, provided notice of the proposed amendment, including its text, is included in the call to the meeting or the convention. Amendments shall become effective immediately upon their adoption.