By-laws

By-laws of the York County Chapter of the Maine Young Democrats

As ratified on 3/13/2017

The York County Chapter of the Maine Young Democrats hereby adopts these By-laws, effective immediately upon adoption.

Article 1. Name

The name of this organization shall be the York County Chapter of the Maine Young Democrats, hereafter referred to as the York County Young Dems.

Article 2. Purpose

The primary purpose of the York County Young Dems is to encourage young people to become active in Democratic politics in York County, as volunteers, campaign staff, candidates, and activists. The secondary purpose of the York County Young Dems is to represent the interests of young people in York County in the framing of Democratic values and the setting of the Democratic policy agenda.

The York County Young Dems does not endorse or support any candidate in a Democratic primary election. Members and officers of the York County Young Dems are free to support candidates in primary elections as they please, however, this shall not constitute an endorsement or statement of support by the York County Young Dems.

Article 3. Precedence of Young Democrats Rules and Applicable Law

Nothing in these Bylaws may alter or supersede any requirement of applicable law or the Charter or Bylaws of the Maine Young Democrats.

Article 4. Membership

Composition. Membership in the York County Young Dems is open to any person who is registered as a Democrat at an address in York County, and who is under the age of 36. Residents of York County who are not old enough to vote are also eligible for membership.
Attendance. All members who wish to participate in making decisions for the York County Young Dems are expected to regularly attend meetings. In order to vote in a meeting, a member must have attended at least two of the three previous meetings.
Dues. York County Young Dems shall charge no annual dues.
Contact Information. Contact information for voting members of the York County Young Dems will be made available to officers and others who have legitimate York County Young Dems business.
1. Any York County Young Dems voting member who wishes to e-mail the membership on York County Young Dems business must be given access to a mechanism to send a message that will be forwarded promptly to all members.
2. Anyone obtaining a mailing list from the York County Young Dems has the obligation to use it only for legitimate Democratic Party business.
Organization and Orientation. The May meeting each year, or the first meeting thereafter if no meeting is held in May, shall be an organizational meeting. An orientation shall be provided for new voting members, who shall be given a copy of these Bylaws and any other documents and informational materials the Officers shall deem relevant and necessary. An election of Officers, except the Regional Director, shall be held at this meeting.

Article 5. Officers

Precedence of Officers. The order of precedence of York County Young Dems officers shall be the Regional Director, then the Secretary, then the Communications Coordinator.
Duties of Officers. The officers shall have the following duties, and shall remain responsible for their faithful performance when these duties are delegated:
1. Duties of the Regional Director.
  1. The Regional Director shall be the Chair and presiding officer of the York County Young Dems.
  2. The Regional Director shall represent the York County Young Democrats in its relationship with the Maine Young Democrats.
  3. The Regional Director shall act as Treasurer for the York County Young Dems, and in that capacity shall work with the Finance Committee of the Maine Young Dems to develop and execute an annual budget.
  4. The Regional Director shall serve on the Maine Young Dems Finance Committee, and shall be responsible for managing all fundraising in York County.
  5. The Regional Director shall be, unless otherwise specified, a non-voting ex officio member of every committee and also of every subcommittee created under these Bylaws.
  6. The Regional Director shall report regularly to the York County Young Dems.
  7. The Regional Director shall perform any other duties the York County Young Dems may assign.
2. Duties of the Secretary.
  1. The Secretary shall keep a full and accurate record of all York County Young Dems meetings and shall file a duplicate copy with the Regional Director. The minutes shall include a record of the presence or absence of each member, and the number of consecutive absences for each absent member.
  2. The Secretary shall be responsible for maintaining:
    1. an accurate membership list and contact information for the York County Young Dems;
    2. accurate membership lists of all committees and subcommittees of the York County Young Dems; and
    3. all standing rules and continuing resolutions of the York County Young Dems that are currently in force.
  3. The Secretary shall be responsible for the timely delivery of all meeting notices and all draft York County Young Dems minutes to each York County Young Dems member.
  4. The Secretary shall be responsible for verifying eligibility to vote, using voting cards or some other reasonable procedure for ensuring that only members in good standing vote.
  5. The Secretary shall report regularly to the York County Young Dems.
  6. The Secretary shall perform any other duties the York County Young Dems may assign.
3. Duties of the Communications Coordinator.
  1. The Communications Coordinator shall be responsible for maintaining the web and social media presence of the York County Young Dems.
    1. The Communications Coordinator shall keep an accurate, up-to-date spreadsheet with account names and passwords of all York County Young Dems social media accounts.
    2. The Communications Coordinator will ensure that all social media accounts are active.
    3. The Communications Coordinator will ensure that any web page or website maintained by the York County Young Dems is accurate and up-to-date at all times.
  2. The Communications Coordinator shall report regularly to the York County Young Dems.
  3. The Communications Coordinator shall shall perform any other duties the York County Young Dems may assign.
Conflict of Interest. Paid staff members or interns for candidates in a contested Democratic primary election may serve as an officer of the York County County Young Dems will full disclosure to York County County Young Democrat members.

Article 6. Meetings

Monthly Meetings Required. Regular meetings of the York County Young Dems shall be held at least every month, except that a regular meeting is not required to be held in the same month as the biennial Maine Young Dems Convention.
Notice to Members. Written notice of all meetings shall be sent to all York County Young Dems members at least seven days before the date of the meeting, and at least fourteen days for all elections of officers and all special meetings. Notice shall state the time, place, and agenda of the meeting. Notice may be provided by electronic mail.
Quorum. Five voting members shall be the minimum necessary to constitute a quorum of the York County Young Dems, except for specific York County Young Democrats actions where the rules of the Maine Young Democrats establish a higher requirement.
Fair and Civil Discussion. Members shall conduct themselves with civility and decorum. When a contested motion is being debated, the Regional Director shall ensure that to the extent possible, speakers shall alternate between supporters and opponents. Motions to close debate shall not be abused to prevent members from having a meaningful opportunity to introduce significant new information or argument that members have not been able to consider.

Article 7. Elections

Majority Vote. In any election, each member may vote for as many or as few candidates as they choose. In elections for a single position, the winner shall be the candidate with the most votes. In elections to fill multiple positions, the winners shall be the candidates (equal in number to the positions to be filled) with the most votes.
Filling Vacancies. If a vacancy exists or if a notice of resignation with delayed effect has been submitted and accepted, an election to fill the vacancy shall be called promptly, either by calling a special meeting or by including the election in the next regular meeting agenda for which adequate notice may be given. If a position might be created or become vacant as a result of a vote to be taken at a meeting, an election to fill that position may be called on a contingent basis for the same meeting, if the meeting notice clearly explains the circumstances that would result in the election being held.
Ballots. Contested elections shall be conducted by secret ballot. Each candidate shall have the right to have a representative present when ballots are counted. Ballots shall be destroyed as soon as the election is no longer subject to challenge.

Article 8. Committees

The York County Young Dems shall have Standing Committees on Membership, Advocacy, and Community Service. The York County Young Dems may at any time establish such additional standing or ad hoc subcommittees as considered necessary and appropriate.

General Provisions.
1. The York County Young Dems shall elect the Chair of each Standing Committee to a one-year term at the same meeting at which the Officers are elected. The Regional Director may not be nominated as Chair of a Standing Committee. Other Officers may be nominated as Chair of a Standing Committee, except that the Treasurer may not be nominated as Chair of the Finance Committee. No person shall be Chair of more than one Standing Committee at the same time.
2. Each Standing Committee shall have 5 members, including the Chair. The remaining 4 members shall be elected by the York County Young Dems at a regular business meeting, and shall serve at the pleasure of the York County Young Dems.
3. Each Standing Committee Chair shall report on the Standing Committee’s activities to each meeting of the York County Young Dems.
4. Members shall attend committee meetings regularly, and assume their fair share of the committee’s responsibilities.
5. A motion to form an ad hoc committee must include the purpose, scope, size, and duration of the committee. Once such a motion is approved by the York County Young Dems, a Chair and members may be elected.
Charges of the Standing Committees. The Standing Committees shall fulfill the following purposes:
1. Membership: The Standing Committee on Membership shall
  1. make recommendations to the York County Young Dems regarding membership goals;
  2. develop and implement a plan to meet the membership goals adopted annually by the York County Young Dems;
  3. track membership over time, including any contact, attendance, or demographic information that may be necessary for York County Young Dems operations;
  4. occasionally survey members of the York County Young Dems to aid the officers and other Standing Committees in the planning process; and
  5. develop and implement separate plans for the recruitment of
    1. candidates for municipal, county, and state office; and
    2. campaign volunteers and staff.
2. Advocacy: The Standing Committee on Advocacy shall
  1. make recommendations to the York County Young Dems regarding opportunities for advocacy on policy issues;
  2. form subcommittees on the instruction of the York County Young Dems to develop and implement advocacy plans;
  3. work with the Standing Committee on Membership to use advocacy plans as recruitment tools; and
  4. work with the Communications Coordinator to develop a media plan regarding the York County Young Dems’ advocacy activities.
3. Community Service: The Standing Committee on Community Service shall
  1. make recommendations to the York County Young Dems about the number, size, and nature of community service projects to take on;
  2. develop and implement a 1-, 3-, and 5-year community service plan; and
  3. work with the Standing Committee on Membership to use community service events as recruitment tools.

Article 9. Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall control, except to the extent that they may be inconsistent with the Rules of the Maine Young Democrats, these By-laws, and any special rules of order that the York County Young Democrats may adopt on either a standing or an ad hoc basis.

Article 10. Amendments

These By-laws may be amended by two-thirds vote of the voting members present at a meeting of the York County Young Democrats. Any amendments must be consistent with the Rules of the Maine Young Democrats. The York County Young Democrats may not adopt an amendment unless members have been given seven days’ advance notice, including the exact language to be voted on. This does not prohibit dividing a proposal into multiple questions and voting on them separately, or submitting multiple competing proposals for consideration, as long as the language of each alternative has been submitted at least seven days in advance.