Constitution of Chicago Young Republicans

Preamble

To provide the means for the participation of young adults in the Republican Party and to promote the political philosophy of the Party, with its emphasis on individual freedom, personal integrity, and a free market economy we do ordain and establish this constitution for the Chicago Young Republicans.

Article I – Name

This organization shall be named the Chicago Young Republicans (hereinafter the “Organization”).The Chicago Young Republicans shall be an organization constituting the City of Chicago.

Article II – Purpose

Section 1 – General - The Organization shall promote the political philosophy of the Republican Party and shall participate in political activities at the local, state, and national levels. The Organization shall also cooperate with regularly established Republican organizations at the local, state, and national levels.

Section 2 – Endorsements - The Organization shall not endorse candidates in primary elections.

Section 3 – Positions on Issues - The Organization may endorse a stand on any issue, upon the recommendation of the Executive Board, if approved by an affirmative two-thirds vote at a general membership meeting.

Section 4 – Related Organizations - The Organization may assist any recognized Republican organization.

Article III – Membership

Section 1 – Regular Membership - Any registered voter residing in Chicago, Illinois who is at least eighteen (18) years of age and not more than forty (40) years of age is qualified for regular membership in this Organization. 

Section 2 – Associate Membership - Anyone not meeting the requirements of Section 1 of Article III is qualified for associate membership in this Organization. Associate members may neither vote at general membership meetings nor may they hold any position on the Executive Board of the Organization.

Section 3 – Election of Members - Prospective members must apply in writing to the Chairman of the Membership Committee and attend at least one meeting or event. Upon the affirmative recommendation of the Executive Board, the prospective member shall be elected upon an affirmative majority vote of the general membership. Upon election, membership shall begin upon receipt by the Treasurer of membership dues.

Section 4 – Dues - Dues shall be payable on April 1^st of each year. When any member of any class shall be in default in the payment of dues for a period of thirty (30) days, the Executive Board may thereupon terminate his/her membership. The Executive Board may extend the default deadline in cases where good cause is shown.

Section 5 – Disciplinary Actions - The organization, upon an affirmative two-thirds (2/3) vote at a meeting of the general membership, may censure, suspend, or expel any member for cause after an appropriate hearing. The person(s) bringing the recommendation for censure, suspension, or expulsion must notify both (1) the member recommended for such action and (2) the Recording Secretary of their proposed action at least ten (10) days prior to the meeting the action is to be heard. The member recommended for censure, suspension, or expulsion or his authorized representative may present a defense at the hearing. Termination of membership shall not relieve the member so terminated of the obligation to pay any dues, assessments, or other charges theretofore accrued and unpaid. Cause for censure, suspension, or expulsion in this Article includes, but is not limited to, indictment for a felonious civil or criminal offense, violation of the Organization’s constitution or bylaws, and actions otherwise not in the best interest of the Organization.

Section 6 – Resignation - Any member may resign by submitting a written resignation with the Recording Secretary but such resignation shall not relieve the member so resigning of the obligation to pay any dues, assessment or other charges theretofore accumulated and unpaid.

Section 7 – Reinstatement - Upon written request, signed by an expelled or resigned member, the Executive Board may recommend reinstatement of the former member to general membership of the Organization with an affirmative two-thirds vote.

Section 8 – Transfer of Membership - Membership in this Organization is not transferable or assignable.

Section 9 – Member in Good Standing - A regular member in good standing is anyone who qualifies under Article III, Section 1; has been elected under Article III, Section 3; whose membership dues are current; whose membership is not currently suspended; and who has not been expelled.

Article IV – Meetings

Section 1 – Regular Meeting - Regular meetings of the membership shall be held monthly at a time and place designated by the executive board of this Organization.

Section 2 – Notice of Meetings - Written notice stating the place, date, and hour of any meeting of the general membership shall be emailed to each member entitled to vote. In case of a special meeting, or when required by statute, this constitution, or its bylaws, the purpose for which the meeting is called shall be stated in the notice.

Section 3 – Quorum - The membership holding one-eighth (1/8) of the votes which may be cast shall constitute a quorum at a meeting of the general membership. If a quorum is not present at any meeting of the general membership, a majority of those present may adjourn the meeting at any time without further notice. Withdrawal of members from a meeting shall not cause failure of a duly constituted quorum.

Section 4 – Voting Rights - Each member in good standing is entitled to one (1) vote in each matter submitted to a vote of the membership. Good standing for the purpose of electing officers constitutes a paid member fulfilling all the requirements of Article III by the end of the January meeting.

Section 5 – Proxies - No proxy votes are permitted under this constitution.

Section 6 – Special Meetings - Special meetings of the membership may be called by the President, majority action of the Executive Board, or petition of one-half (1/2) of the regular members in good standing. Written notice stating the place, date, hour, and purpose of the meeting shall be mailed at least ten days before the date of such meeting to each member in good standing.

Article V – Officers

Section 1 – Officers - The officers of the organization shall be the President, Immediate Past President, Vice President, Treasurer, and Recording Secretary.,

Section 2 – Term of Office - The officers shall hold office for one year.

Section 3 – Eligibility - Any regular member in good standing shall be eligible to hold office. To qualify to hold the office of President a regular member must have served on the Executive Board for 1 year at the time of nomination.

Section 4 – Election of Officers - At the meeting of the general membership held in March  of each year nominations from the floor shall be permitted to nominate candidates for the officer positions. At the April  meeting of the general membership, the elections shall be conducted. Secret balloting shall be used in contested elections. A majority of the votes cast shall be necessary for election to office. If balloting does not provide a majority of votes for the nominee to an office there shall be additional balloting with the nominee having the lowest vote count dropped from the succeeding ballots until a nominee has received a majority of the votes cast. The Recording Secretary shall prepare such ballots as are necessary for the conduct of the elections and shall tabulate the vote for each ballot cast. Each nominee or his representative may observe the tabulation of each ballot cast. Terms of office expire at midnight, April 30 of the appropriate year.

Section 5 – Removal of Officers - Any officer, duly notified, may be removed from office for cause at any meeting of the membership by a vote of two-thirds (2/3) of the regular members in good standing present in quorum. Such officer shall be notified of the specific charges against him/her at least ten (10) days prior to the meeting. Such notification shall be considered made upon the mailing of such notice by registered return receipt mail. Cause for removal under this Article includes, but is not limited to, indictment for a felonious civil or criminal offense, violation of the Organization’s constitution or bylaws, the violation of fiduciary responsibilities to the Organization, and actions otherwise not in the best interest of the Organization.

Section 6 – Replacement of Officers - Positions vacant for any reason shall be filled by a person selected by an affirmative vote of two-thirds (2/3) of the Executive Board present in quorum. If the office of President becomes vacant with less than one half (1/2) of the term remaining the Vice President shall serve out the remainder of the term. Offices vacated with more than one half (1/2) of the term remaining shall be filled by election under provisions of Section 4 of this Article except that dates for nomination and balloting shall differ.  

Article VI – Officers

Section 1 – President - The President shall be the principle executive officer of the Organization. The President shall preside at all meetings of the general membership unless under consideration for removal from office. He/She shall be in charge of the business affairs of the Organization and serve on the executive board of the Cook County Young Republicans. He/She shall see that the resolutions and directives of the membership and the Executive Board are put into effect, except in those instances when the responsibility is assigned to some other person. He/She shall discharge all duties incident to the office of President, and such other duties as from time to time may be assigned to him/her by the Executive Board.

Section 2 – Immediate Past President -  The Immediate Past-Chair shall provide continuity to the leadership of the  Organization and serve as an advisor to the President.

Section 3 – Vice President - The Vice President shall assist the President in the discharge of his/her duties as the President may direct, and shall perform such other duties from time to time as may be assigned to him/her by the President or Executive Board. In the absence of the President, or in the event of his/her inability or refusal to act, the Vice President shall perform the duties of the President, and when so acting, shall have all powers of and be subject to all the restrictions of the office of President.

Section 4 – Treasurer - The Treasurer shall be the principle financial and accounting officer of the Organization. He/She shall (1) have charge of and be responsible for the maintenance of adequate books of account for the Organization, (2) have charge and custody of all funds and securities of the Organization and be responsible for the receipts and disbursements thereof, and (3) perform all duties incident to the office of Treasurer and such other duties as from time to time may be assigned by the President or the Executive Board. If required by the Executive Board, the Treasurer shall give bond for the faithful discharge of his/her duties in such sum and with such surety or sureties, as the Executive Board shall determine. The Treasurer shall pay, with organization funds, Chicago Young Republicans charter-fees and file Chicago Young Republicans status reports as required. He/She shall file all financial reports required by law with the proper government agencies and provide the Executive Board with final financial report for the fiscal year ending on March 31.

Section 5 – Recording Secretary - The Recording Secretary shall record the minutes of the meetings of the members and the Executive Board, conduct elections for officers as prescribed in Article 5 of this Constitution, see that all notices are duty given in accordance with the provisions of this Constitution and its bylaws, or as required by law. He/She shall keep a register of all the Post Office addresses of each member of the Organization, update the email list server in a timely manner, and perform all duties incident to the office of Recording Secretary, and such other duties as from time to time may be assigned to him/her by the President or by the Executive Board.

Section 6-Communications Director – the Communications Director shall be appointed on an annual basis by the Executive Committee, and shall be responsible for relaying relevant information to said entities on behalf of the Organization and shall work together with the Organization’s board members in regard to any statement on behalf of the Organization or any of its affiliates released to the public, maintain and update the Organization’s web page, and perform all duties incident to the office of Communications Director, and such other duties as from time to time may be assigned to him/her by the President or Executive Board. If the Organization’s web page cannot be maintained and updated by the Communications Director, it is her/his responsibility to appoint a member or to find an external vendor.  Hiring an external vendor for maintaining and updating the web page requires a majority vote from the Executive Board.  Definitions- “Written” statements by the Communications Director, to be published or with reasonable chance of being published through press releases, circulars, newspapers or any other formal correspondence, must be reviewed and passed by a majority of the Organization’s executive board. “Verbal” statements by the Communication’s Director on behalf of the Organization to outside organizations, including press and non-press entities, must be spoken prudently and at the best interests of the Organization and its affiliates. Exceptions- The President and Vice-President under necessary circumstances, including the absence or removal of the Communications director, shall make statements on behalf of the Organization. Any of the Organization’s board members reserves the right to bring to the board concerns regarding governmental issues that s/he thinks necessitates public comment. The proposed comment must be in written form and passed by a majority of the Organization’s board members.

Section 7  -Membership Director – the Membership Director shall be appointed on an annual basis by the Executive Committee, and shall be the principal officer with which to maintain and increase membership, increase College Republican involvement in Young Republican activities, perform all duties incident to the office of Membership Director, and such other duties as from time to time may be assigned to him/her by the President or Executive Board.

Section 8 - Events Director – the Events Director shall be  appointed on an annual basis by the Executive Committee, and shall be the principal officer to plan and execute functions for the enjoyment and education of members, perform all duties incident to the office of Events Director, and such other duties as from time to time may be assigned to him/her by the President or Executive Board.

Section 9 - Political Director – the Political Director shall be appointed on an annual basis by the Executive Committee, and shall be the principal officer to communicate with local political campaigns and politicians, coordinate and plan political activities for the Organization, schedule local politicians to speak at Organization events, and such other duties as from time to time may be assigned to him/her by the President or Executive Board.

 

Article VII – Executive Board

Section 1 – Membership - The Executive Board of the Organization shall consist of the elected officers of the Organization..

Section 2 – General Powers - The affairs of the Organization shall be managed by the Executive Board. Actions of the Executive Board may be reversed upon a vote of two-thirds (2/3) of the regular members in good standing at a meeting of the general membership.

Section 3 – Meetings - The Executive Board shall meet at such times and places as designated by the President, or upon the request of three (3) members of the Executive Board.

Section 4 – Quorum - A majority of the Executive Board shall constitute a quorum for the transaction of business at any Executive Board meeting. If a quorum is not present the members in attendance shall adjourn.

Section 5 – Manner of Action - The act of a majority at a meeting at which a quorum is present shall be the act of the Executive Board unless a larger vote is required by statute or by this constitution.

Article VIII – Standing Committees

Section 1 – Definition - The standing committees of the Organization shall be Ways and Means, Membership, Political Action, Publicity, Program, and Rules.

Section 2 – Chairmen - Chairmen shall be appointed on an annual basis by the Executive Committee, and serve one year terms or until their successors are nominated and appointed. Standing committee chairman may be removed for cause upon a two-thirds (2/3) vote of the Executive Board.

Section 3 – Membership - Any member of the Organization may be a member of a standing committee. Members of standing committees are appointed and removed by the chairmen of the standing committees.

Section 4 - Duties of the Standing Committees - The duties of the standing committees shall be as follows:

A. The Ways and Means Committee shall consult with the Treasurer regarding the financial affairs of the Organization, plan and propose means by which the Organization shall secure funds, and shall coordinate the fund raising events of the Organization. The Treasurer is an ex-officio member and chairperson of this committee.

B. The Membership Committee shall coordinate the efforts of the Organization to recruit and maintain members and shall assist the Recording Secretary in the maintenance of membership records. The Recording Secretary shall be an ex-officio member of this committee. The Membership Director shall be the chairperson of this committee.

 C. The Political Action Committee shall coordinate the efforts of the Organization in assisting Republican candidates in general election campaigns and in maintaining working relationships with the regular Republican organization at the local, state, and national levels. The President is an ex-officio member and chairperson of this committee.

D. The Publicity Committee shall maintain contacts with representatives of the press and provide publicity for the Organization and its activities and publish a newsletter. The Membership Director shall be ex-officio members of this committee. The Communications Director shall be the chairperson of this committee.

E. The Program Committee shall plan the activities of the Organization. The Events director is the chairperson of this committee and shall present his/her proposed plans for the year one month after assuming office. The Membership Director is an ex-officio member of this committee.

F. The Rules Committee shall establish the rules and procedures governing elections, meetings, and conventions of the Organization not inconsistent with this constitution, its bylaws, or the rules adopted by the Executive Board. The Vice-President is the chairperson of this committee.

G. The standing committees shall also perform such other duties as from time to time may be assigned to them by the President or the Executive Board.

Section 5 – Rules - Each standing committee may adopt rules for its own government not inconsistent with this constitution, its bylaws, or the rules adopted by the Executive Board.

Article IX – Parliamentary Authority

The parliamentary authority for the Organization shall be Robert’s Rules of Order, Newly Revised, the most recent edition.

Article X – Amendments to This Constitution

Section 1 – Constitutional Amendments to this constitution may be proposed, in writing, by any regular member in good standing.

Section 2 – Notification and Ratification - The membership of the Organization shall notified of the proposed amendment by email at least ten (10) days prior to the meeting the proposed amendment is to be voted on. Voting to ratify the proposed amendment shall take place at a meeting at least one month after the amendment was proposed. Ratification shall require an affirmative vote of two-thirds (2/3) of the membership assembled in quorum.

Article XI – Contracts, Deposits, Funds

Section 1 – Contracts - The Executive Board may authorize any officer or officers as agent or agents of the Organization, in addition to the officers so authorized by this Constitution, to enter into and execute any contract in the name of, and on behalf of, the Organization, and such authority may be general or confined to specific instances.

Section 2 - Deposits - All the funds of the Organization shall be deposited from time to time to the credit of the Organization in such banks, trust companies, or other depositories as the Executive Board may select.

Section 3 – Checks - Drafts drawn against the account of the Organization up to and including the amount of $200.00 may be signed by either the President or the Treasurer.  Two (2) officers, one of who must be the President or Treasurer, must sign drafts drawn against the account of the Organization over the amount of $200.00.

Section 4 – Gifts - The Executive Board may accept on behalf of the Organization any contribution, gift, bequest or devise for the general purposes or for any special purpose of the Organization.

Section 5- Reimbursements- After the approval of the majority of the executive board or the president, all reimbursements shall require a written or electronic receipt to the treasurer.

Article XII – Books and Records

The Organization shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its members, Executive Board, and committees having any of the authority of the Executive Board. Any member may inspect all books and records of the Organization for any proper purpose at any reasonable time.

Article XIII – Fiscal Year

The fiscal year of the Organization shall end March 31.

Article XIV - Bylaws

The bylaws of this Organization may be amended upon an affirmative majority vote of the regular members in good standing assembled in quorum at a meeting of the general membership.

Article XV - Mergers

Section 1 - The Organization may merge itself with other Young Republican organizations. Mergers shall require an affirmative three-fourths (3/4) vote at a general membership meeting.

Section 2 - Notification and Ratification - The membership of the Organization shall be notified of the proposed merger by mail at least ten (10) days prior to the meeting at which the proposed merger is to be voted on. Voting to ratify the proposed merger shall take place at a meeting at least one month after the amendment was proposed. Ratification shall require an affirmative vote of three-fourths (3/4) of the membership assembled in quorum.

BY-LAWS

Section 1 - Initiation Fees and Dues - No Initiation fee is required; dues shall be twenty-five (25) dollars per annum. Members who join the Organization after October 31^st shall only be assessed one half (1/2) annual dues for that year.

Section 2 - Time and Place of Meetings - The Organization shall hold at least one business meeting per quarter. Up to two non-business meetings may be held per quarter. Non-business meetings may be held at any suitable time and location determined by the President.

Section 3 - Notice of Meetings – Notice of meetings of the general membership shall include notice of election and removal of officers, proposed changes in the constitution or bylaws of the organization, the minutes of Executive Board and general membership meetings, and, general policy questions to be discussed or acted upon.

Section 4 - Ad Hoc Committees - The President may from time to time appoint and dissolve ad hoc committees.

Section 5 - Rules of Election of Officers - When electing an officer or officers, only those members who are in good standing prior to nominations being made will be allowed to vote during the election. New members who join between these two meetings will not be allowed to vote during the election meeting.