FORT BEND YOUNG REPUBLICANS
CONSTITUTION AND BYLAWS
ARTICLE I: NAME
The name of the organization shall be the Fort Bend Young Republicans Association (hereinafter referred to as “FBYR” or the “Association”)
ARTICLE II: NATURE AND PURPOSE
Section 1: Nature
The FBYR is organized as an incorporated nonprofit association. The FBYR shall have all powers necessary or proper to direct, manage and control its business, property and funds; and shall have all powers necessary or proper to do all things required to accomplish the purposes for which it was organized.
Section 2: Purpose
The Purpose of the FBYR shall be to provide the opportunity for members of the community who are interested in good government to:
Learn about government and politics
Participate in the political process
Meet with elected officials
And become better informed and more involved citizens
ARTICLE III: MEMBERSHIP
Section 1: Types of Membership
Active Member – Any person who meets the following requirements is classified as an Active Member of the Association:
- 1.) At least 18 years of age, but not over 40 years of age;
- 2.) A registered voter in Fort Bend County
- 3.) Who believes in the objectives of the Association; and
- 4.) A voting Member in good standing of the Association
Associate Member – Any person who does not meet the qualifications for Active Membership, but who desires to participate in the activities of the Association, may become an Associate Member. Associate Members shall have all rights and privileges of membership in the Association, but may not vote or serve as Officers, Delegates, or Alternate Delegates except as Emeritus Members of the Board.
Honorary Member – Honorary Membership can be made available to select guests and speakers as a token of the appreciation the Association has for their service as Republicans. Honorary members have the rights and privileges of Associate Members, but may not vote or serve as Officers, Delegates, or Alternate Delegates except as Emeritus Members of the Board.
At-Large Member – A person who lives outside of Fort Bend County and who cannot join a local Young Republican Association as none currently exists in their location. An At-Large Member must also be classified as an Active or Associate Member and is entitled to all other rights, responsibilities and privileges of such membership.
Dual Member – A Dual Member shall be a person who is a Member of more than one Young Republican Association. Dual Members are responsible for paying the required annual dues of all Clubs of which he or she is a Member. Only one of the Dual Member’s Associations will be considered the Active Membership. All individuals wishing to establish Dual Membership must divulge all other Young Republican Association Memberships to all Clubs of which he or she is a Member.
Junior Member – Any individual that meets the following requirements is eligible:
- 1.) Under 18 years of age
- 2.) Who believes in the objectives of the Association
- 3.) If applicable, must be a member in good standing with his or her school’s Republican Club; and
- 4.) Wish to further their involvement in the Republican Party through participation in the FBYR
Section 2: Expulsion of Members
The Board may, by a Three-quarters vote, expel an Individual Member for good cause. The Chairman or any two Elected Officers may propose the expulsion of any Member by delivering to the Chairman written Calls for Expulsion. The Chairman shall place the expulsion proceedings on the agenda of the first Board Meeting to occur more than twelve days after receipt of sufficient Calls for Expulsion and shall notify the Secretary. The Secretary shall send written notice of expulsion to the Member under consideration. Said notice shall be sent by certified mail and by any other means likely to reach the member and be transmitted at least ten days in advance of the meeting. Said notice shall include the grounds for expulsion as well as the time and place of the meeting at which expulsion is to be considered. The Member shall also have the opportunity to be heard at the meeting at which expulsion is to be considered. A Member who has been expelled is not eligible for any kind of membership, but a Member may be reinstated by a two-thirds vote of the Board but not before the term of ninety days.
Expelled members forfeit all paid dues
ARTICLE IV: OFFICERS
Section 1: Elected Officers
Chairman – The Chairman shall be the Chief Executive Officer of the Association. The Chairman shall be deemed to be an Ex-Officio Member of all Committees. The powers and duties of the Chairman shall include but not be limited to the following:
- 1.) To supervise and coordinate the activities of the FBYR in conjunction with the Board
- 2.) To appoint committees and members of those committees
- 3.) To create or terminate official non-elected offices and appoint persons to such positions
- 4.) To set the initial agenda for meetings and to preside at all meetings of the Board
- 5.) To bestow honors, subject to the powers and duties of the Awards Committee
- 6.) To call, give proper notice of, set the agenda for, and preside at not fewer than four board meetings each year
- 7.) To designate regions and appoint their directors with the advice of the Board
- 8.) To propose an annual budget no later than February 1
Vice Chairman – The Vice Chairman shall, in the absence of the Chairman, perform the duties of the Chairman; and shall serve as liaison between members and the Chairman as well as the Association and other Republican organizations. The Vice Chairman shall also be responsible for acquiring speakers for The Associations’ meetings, and shall be responsible for reserving a location for said meetings upon approval of the Board. The speaker information and location of all Association meetings will be made available to the Secretary for dissemination to the Members
Treasurer – The Treasurer shall receive, expend and account for the funds of the Association under the supervision and control of the Board. The Treasurer shall maintain all financial records of the Association, including but not limited to an annual budget. The Chairman shall propose an annual budget within the timeframe addressed in this Constitution to be approved by a two-thirds vote of the Elected Officers of the Board. Budget amendments submitted after an initial budget is passed shall require the same Board approval. Funds designated for certain line items not spent within the fiscal year return to the general treasury. The Treasurer shall maintain a checking account on behalf of the Association and may establish additional accounts as needed. Any account maintained by the Association shall require the signature of the Treasurer or the Chairman. No withdrawal of funds can be made from the Association’s accounts without the prior approval of the Chairman and the Treasure for amounts greater than an amount determined annually by the Board. The Treasurer can only issue checks for items delineated in the budget and those items necessarily and properly required to purchase or obtain delineated items. All requests for reimbursement for expenditures by Board Members or other Members must be submitted within the timeframe set by the Board when a budget is approved. Itemized receipts are required when available. The Treasurer shall submit written reports at all regularly called meetings of the Chairman. Furthermore, the Treasurer shall submit a written report to the Association prior to the Candidacy Announcement Meeting. The Treasurer may appoint assistants if necessary and desirable for the efficient performance of the duties of the office
Secretary – The Secretary shall record the votes and minutes of all proceedings of the Association, maintain a roster and contact information of all members (to be updated quarterly) and shall perform such other duties as may be designated by the Chairman. All correspondence being disseminated to the Member of the Association in part or in whole shall come from the office of the Secretary. The Secretary may appoint assistants if necessary and desirable for the efficient performance of the duties of the office
Section 2: Procedures for Election
- Petition – The Secretary must receive a petition from a candidate for a given elected office signed by 3 Active members of the Association at least two weeks prior to the Candidacy Announcement Meeting in order to be included on the written ballot
- Candidacy announcement meeting to be held during the immediate month prior to the election
- Order of Election – All Elected Officers shall be elected at the First Business Meeting in March of each year and in the order in which they are listed in this Article.
- Voting – Voting shall be by secret ballot, in writing. Election shall be by a simple majority of all the Members present. There is no requirement for a quorum for elections. If a majority is not obtained on the first ballot for any office, an immediate run-off election shall be held between the two candidates receiving the most votes on the first ballot. Any candidate who is unopposed may be elected by acclamation.
- Campaign Speeches – Campaign Speeches will be made only during the Campaign Announcement Meeting. Each candidate will have the opportunity to speak for a time limit predetermined by the Chairman. The time limit established by the Chairman will be divulged to the Candidates no less than one week prior to the Candidacy Announcement Meeting
- Tellers – The Chairman shall appoint at least three tellers who shall dispense, collect and tabulate the votes.
Section 3: Limitations of holding elected office
Terms shall last from the date the Officer is sworn in at the Election Meeting in March, and shall hold office until their duly elected successor takes office.
No single individual can be elected to the same position for a time period greater than two (2) consecutive terms
No elected individual will be permitted to hold 2 elected offices simultaneously
Section 4: Unelected Positions
a. The non-elected Officers of the Association shall consist of all Chairmen Emeritus of the Association, and the following unpaid appointed positions: General Counsel (Limit 3), Political Action Director, Sergeant at arms, Parliamentarian, Chaplain, Communications Director, Precinct Directors and other offices as designated by the Chairman.
b. All non-elected officer appointments shall be made by the Chairman, subject to the approval of the Board. An appointee shall hold temporary title to the office until the Board approves or disapproves of the appointment.
Section 5: Vacancies
An office may be declared vacant by the Chairman if the Officer holding the office is absent from two or more meetings during an elected term. Such office holder may be reinstated for good cause upon the vote of seventy-five percent of the Board at the next Board Meeting. Additionally, an office shall be deemed vacant should no eligible candidate be elected to that office. If an office is vacant, that office shall not be considered when determining a quorum of Elected Officers. If any elected office becomes vacant for any reason, the Chairman may fill the vacancy, subject to approval by the Board, for the remainder of the un-expired term. An appointee shall hold temporary title to the office until the Board approves or disapproves of the appointment. If the office of Chairman becomes vacant for any reason, the Vice Chairman shall assume the duties and title of that office, and, in the role of Chairman, shall fill the vacancy in the office of Vice Chairman subject to approval by the Board
Section 6: Removal of Elected Officers
The Board may, by a vote of three-quarters of the Board, remove an Elected Officer from office for good cause. Good cause shall include, but not be limited to, failing or ceasing to perform the duties of the office, or ceasing to be a Member of the Association. The Chairman or any two Elected Officers may propose the removal of any Elected Officer by delivering to the Chairman written Calls for Removal from Office. The Chairman shall place the removal proceedings on the agenda of the first Board meeting to occur more than 35 days after receipt of sufficient Calls for Removal from Office and shall notify the Secretary. The Secretary shall send written notice of removal from office to the Officer under consideration. Said notice shall be sent by certified mail and by any other means likely to reach said Elected Officer and be transmitted at least thirty days in advance of the meeting. Said notice shall include the grounds for removal as well as the time and place of the meeting at which removal is to be considered. The Officer shall also have the opportunity to be heard at the meeting at which removal is to be considered. If the Secretary will be removed from office, the responsibilities for notice will be given to the Vice Chairman.
Section 7: Removal of Non Elected Officers
The Chairman may remove any non-elected Officer from office, except for Club Presidents and Chairmen Emeritus, with approval of the Board
Section 8: Requirements of Officers
No officer shall receive salary or wages for services provided in his or her capacity as an officer of the Federation
ARTICLE V: BOARD OF DIRECTORS
Section 1: Function
The FBYR Board (herein referred to as The Board) shall be the governing board of the association.
Section 2: Voting Members
- The Voting Members of the Board shall be the elected officers of the Association, the executive director, the general council, political action director, the immediate past chairman and initial directors.
- No board member may cast more than one vote on an issue
Section 3: Ex-Officio Members
Any Emeritus Members of the Board will have no voting authority on the Board
Section 4: Powers
The Board shall be responsible for the management of all activities of the Association, subject to the other requirements of this Constitution. The Board shall have all powers necessary to carry out these duties. The Board shall have the power to authorize an independent audit at any time
Section 5: Open meetings
The meeting of the board shall be open to all Members of the Association
Section 6: Quorum
A quorum for meetings for the board shall be fifty percent of the elected officers, the executive director and the general council
Section 7: Call and Notice
The Chairman or any three voting members of the Board shall have the right to call a meeting of the Board in person, by conference call or any other electronic means approved by the board but must provide not less than five days notice thereof to all voting members of the Board. Such notice may be waived by approval of each voting member who did not receive such notice
Section 8: Absences
Any member of the board or elected officer is required to be in attendance of scheduled board meetings. If such attendance is not possible, proof of a valid excuse must be provided to the Board for consideration of approval.
Section 9: Vacancy
A Board Member may be declared vacant by the Chairman if the Board Member holding the office is absent from two or more meetings in an elected term. Such Board Member may be reinstated for good cause upon the vote of seventy-five percent of the Board at the next Board Meeting. Additionally, an office shall be deemed vacant should no eligible candidate be elected to that office. If an office is vacant, that office shall not be considered when determining a quorum of Elected Officers. If any elected office becomes vacant for any reason, the Chairman may fill the vacancy, subject to approval by the Board, for the remainder of the un-expired term. An appointee shall hold temporary title to the office until the Board approves or disapproves of the appointment. If the office of Chairman becomes vacant for any reason, the Vice Chairman shall assume the duties and title of that office, and, in the role of Chairman, shall fill the vacancy in the office of Vice Chairman subject to approval by the Board
ARTICLE VI: COMMITTEES
The Standing Committees shall consist of the Membership Committee, the Civic Affairs Committee, the Social Committee, Bylaws Committee, Finance Committee, and the Philanthropy Committee. The duties of said Committees shall include the following:
a. Membership Committee — The Membership Committee shall be responsible for organizing the recruiting efforts and for maintaining membership records.
b. Civic Affairs Committee — The Civic Affairs Committee shall be responsible for finding or organizing community activities that Members would be interested in assisting or participating in. This Committee should keep abreast of current civic events and activities.
c. Social Committee — The Social Committee shall be responsible for planning and conducting social activities.
d. Bylaws Committee — The Bylaws Committee shall be responsible for drafting proposed changes to The Club's Constitution and Bylaws, and for advising the Board regarding the meaning of any language contained therein.
e. Finance Committee --- Shall be chaired by the treasurer. The Finance Committee shall be responsible for creating an annual budget every year as well as fundraising for the Association.
f. Philanthropy Committee --- The Philanthropy Committee shall be responsible for finding and organizing Philanthropy projects that Members would be interested in assisting or participating in. The Philanthropy Chair should keep abreast of all current Philanthropy organizations, events and activities.
ARTICLE VII: ORGANIZATIONAL MEETINGS
Section 1. Regular Meetings.
Regular meetings shall be held at 6:30 P.M. on the second Tuesday of each month, at the scheduled meeting place, unless otherwise directed by the Chairman. Notice of any regular meeting to be held at a different time or place shall provide notified to the Active Membership at least one week prior to said meeting. All Association meetings shall be open to guests and to the public.
Section 2. Special Meetings.
Special meetings may be called at anytime by the Chairman or the Board or by a signed petition of ten percent of the Active Members. Written notice shall be sent at least seventy-two hours prior to said meeting. The written notice shall contain a summary of the matter to be considered and only such matters shall be discussed.
ARTICLE VIII: ELECTIONS
Section 1: Procedures for Election
- Petition – The Secretary must receive a petition from a candidate for a given elected office signed by 3 Active members of the Association at least two weeks prior to the Candidacy Announcement Meeting in order to be included on the written ballot
- Candidacy announcement meeting to be held during the immediate month prior to the election
- Order of Election – All Elected Officers shall be elected at the First Business Meeting in March of each year and in the order in which they are listed in this Article.
- Voting – Voting shall be by secret ballot, in writing. Election shall be by a simple majority of all the Members present. There is no requirement for a quorum for elections. If a majority is not obtained on the first ballot for any office, an immediate run-off election shall be held between the two candidates receiving the most votes on the first ballot. Andy candidate who is unopposed may be elected by acclamation.
- Campaign Speeches – Campaign Speeches will be made only during the Campaign Announcement Meeting. Each candidate will have the opportunity to speak for a time limit predetermined by the Chairman. The time limit established by the Chairman will be divulged to the Candidates no less than one week prior to the Candidacy Announcement Meeting
Tellers – The Chairman shall appoint at least three tellers who shall dispense, collect and tabulate the votes.
ARTICLE IX: INTERACTION WITH PUBLIC
Section 1: Roster
The roster or any mailing list of the Association shall be available to all Members of the Association for Association activities and functions. The roster may be provided to the Fort Bend Young Republican Association to comply with continuing charter requirements. The roster or any mailing shall not be furnished to any other person or entity, for any purpose, without the prior approval of the Board
Section 2: Marketing during Association Functions
No product shall be marketed during Association Functions without prior written approval of the board
Section 3: Use of Association Name, Image or Logo
Any person or entity employing the name of the Association must have prior written approval of the Board
Section 4: Prohibited Endorsements
Neither the Association nor any Officer of the Association or of the Association in his or her official capacity, shall endorse a candidate in any race in which more than one Republican runs, except for those races for which an official Republican nominee has been selected by the Republican Party either through a primary or other mechanism. This prohibition does not extend to Young Republican races. Nothing in this Constitution shall prevent any Officer or any Member, from endorsing a candidate in his or her individual capacity, meaning that any such endorsement shall require of the Officer or Member to remove any reference to their title or position as relates to their position in FBYR
Section 5: Political Action Committee
The Board shall have the power to create a Political Action Committee (PAC) for the purpose of soliciting and disbursing funds to benefit the Republican Party and Republican candidates in general elections.
Section 6: Soliciting donations
Any person sending any written communication soliciting donations for the Association shall include the following disclosure on all such materials: “Contributions or gifts to the FBYR are not tax deductible for federal income tax purposes.”
Section 7: Newsletter
The Association Newsletter shall be published monthly no less than 10 times per year. The editor shall be appointed by the Chairman for a term of one year, and shall be responsible for collecting articles and information to be published, and for publicizing the Association and its activities.
ARTICLE X: MISCELLANEOUS
Section 1: Vote Required
Whenever this Constitution requires approval of any action or decision, whether by the Board, the Membership, or any other body, then that approval shall require a majority vote of that body unless otherwise stated
Section 2: Proxy
Proxies are not allowed at meeting of the board except under extenuating circumstances approved by the board. Proxy votes must be submitted in writing to the Secretary and to be opened not before the start of any board meeting vote. Proxy votes must include a response vote to each item listed on the Board Meeting Agenda as supplied by the Secretary prior to meeting of the board.
Section 3: Non-discrimination
The Association opposes any type of discrimination based on race, color, sex, national origin, or religious belief. The right of any person to be a Member of the Association shall not be abridged on account of any of these factors
Section 4: Interpretation
Any dispute or question concerning the interpretation or meaning of this Constitution shall be determined by the Board. The Board should consult the opinions of all Chairmen Emeritus and the General Counsel regarding any such question
Section 5: Parliamentary Procedure
Except where inconsistent with this Constitution, all meetings shall be governed by the most recently revised edition of Robert’s Rules of Order
Section 6: Copy of the Constitution
A copy of this Constitution shall be provided to any Member by the Secretary upon request
Section 7: Definitions
- A. Board – The FBYR Board
- B. Association – The Fort Bend Young Republican Association
- C. Member – Any member as laid out in Article III Section 1
Section 8: Fiscal Year
The fiscal year of the Association shall coincide with the terms of the Elected Officers.
Section 9: Indemnification and Insurance
The Association may provide indemnification to any of its Officers or Members, and may purchase and maintain insurance as needed or desired.
Section 10: Legal Requirements and Non Profit Status
All individual members, officers, and members of the Board shall be entitled to all protections from liability. The Chairman shall appoint a registered agent, and the Secretary shall file a statement indicating such appointment with the Secretary of State. The Treasurer shall determine what tax returns or other documentation, if any, the Association will be required to file with any taxing entities, and shall ensure that same are filed as required. The Secretary shall keep all books and records required and shall make them available as required.
Section 12: Bylaws
No delegates of the Association at the State Convention shall be forced to vote as a block or under "unit rule". All such delegates are free to vote without restriction.
ARTICLE XI: AMENDMENTS
Any proposed amendment to this Constitution must be submitted either in writing or electronically and received by the Chairman of the Constitution Committee no less than ten (10) days prior to the general Annual Meeting. The Constitution Committee Chairman shall have distributed all the proposed amendments to Board members and Elected Officers no less than five (5) days prior to the Annual Meeting. The Chairman of the Constitution Committee shall report on all proposed amendments to the Annual Meeting and provide the Committee’s recommendation with regard to same, as well as any other information the Committee deems appropriate. Each amendment shall require at least a two-thirds affirmative vote of the Board.
