BYLAWS OF THE REPUBLICAN ORANGE COUNTY COMMITTEE
The objectives of the Republican Orange County Committee is to promote the election of Republican candidates and to promote the Republican philosophy. The following bylaws further these causes:
ARTICLE I - Name
The name of this organization shall be “Republican Orange County Committee or (ROCC),” hereinafter called the “R.O.C. Committee.”
ARTICLE II - Organization
The R.O.C. Committee is organized under and governed by the “Plan of Organization of the Republican Party of Virginia,” hereinafter called the “State Party Plan” or the “Party Plan.” No action of the R.O.C. Committee or these Bylaws shall conflict with the State Party Plan as amended from time to time; and to the extent that there shall be a conflict, the provisions of the State Party Plan shall prevail.
ARTICLE III - Objectives
The purpose of the Republican Orange County Committee is to:
1.) Promote and promulgate the principles of the Republican Party;
2.) Seek out and encourage qualified Republican candidates to run for public office;
3.) Elect Republican candidates to public office;
4.) Assist generally the citizens composing the districts served by the R.O.C. Committee;
5.) Assist elected Republican officials in the execution of their responsibilities;
ARTICLE IV - Membership
SECTION A: Qualifications
All legal and qualified voters, regardless of race, religion, color, national origin or sex, under the laws of the Commonwealth of Virginia, who reside in Orange County, who are in accord with the principles of the Republican Party, and who, if requested, express in open meeting their intent to support its nominees for public office in the ensuing election may participate as members of the Republican Party of Orange County in its mass meetings, party canvasses, conventions or primaries in their respective election districts and are eligible for membership on the R.O.C. Committee.
Each potential member shall submit a signed membership form expressing the applicant’s intent to support the nominees of the Republican Party and intent not to serve on any committee to elect other than the Republican nominee(s). This form along with an annual dues payment must be presented to the Chairman of the R.O.C. Committee (or Acting Chairman) prior to a vote of acceptance. The O.C. Committee must approve a membership by a majority vote.
Bylaws of The Republican Orange County Committee Page 2 of 8
SECTION B: Dues
Each member of the R.O.C. Committee shall be required to pay reasonable annual dues, which shall be determined by the Executive Committee. Dues are payable on the date of the first duly called meeting following their election and each calendar year or when a new member is joins. Dues may be prorated.
SECTION C: Composition
The R.O.C committee consists of:
1.) A Chairman
2.) Precinct Members. One membership for each 15 votes cast for the Republican candidate for “the office of Governor of the Commonwealth of Virginia” in the last regular preceding election; however, the minimum membership for any precinct shall be three (3) members.
2.) At-Large Members. The number of members at large shall not exceed thirty percent (30%) of the number of precinct members.
3.) Party Officials. All officers of the Republican Party of Virginia and members of the State Central Committee who are voters in Orange County.
SECTION D: Election
The County Chairman, other officers and members of the R.O.C. Committee shall be elected at the county mass meeting, party canvass, convention or primary called for the purpose of electing delegates to the Biennial District Convention in the appropriate Congressional District or Districts of Virginia, and they shall hold office for two years from the time of their election, until successors are selected, or unless sooner removed.
Additional eligible applicants (see Article IV, Section A for qualifications) may be accepted by the R.O.C. Committee for membership at any duly called meeting by a majority of the voting members present.
SECTION E: Removal
1.) Any member shall automatically lose his status as a voting member of the R.O.C. Committee who:
a. Fails to pay his annual dues by August 1 of each year; or
b. Serves on any committee to elect other than the Republican nominee for any public office for which there is a Republican candidate.
The Secretary shall notify in writing or email such member of his failure to comply with the provisions of paragraphs (1a) and (1b) within 30 days of after the Executive Committee is notified of such failure.
2.) The Chairman or any other officer or member of the R.O.C. Committee may be removed for cause from office by a two-thirds vote of the membership of the R.O.C. Committee. However, such person shall be given 30 days’ notice in writing that such removal will be sought and the grounds upon which such action is based and signed by not less than one-third of the membership of the R.O.C. Committee. Such person shall be given reasonable opportunity to appear and respond to the allegations.
Bylaws of The Republican Orange County Committee Page 3 of 8
SECTION F: Appeal
Any person having been removed from the R.O.C. Committee pursuant to the provisions of the Section E (1a) or (1b) may appeal to the Executive Committee for reinstatement and such appeal may be granted for good and sufficient reason.
SECTION G: Vacancies
1.) In the event of the County Chairman’s death, resignation, removal or inability to act, the Executive Committee shall call a special meeting of the R.O.C Committee to be held within 30 days for the purpose of electing a new County Chairman to fill the unexpired term.
2.) Members may be elected to fill any vacancy at any regularly scheduled meeting of the R.O.C. Committee provided that notice of such existing vacancy shall be given with the call for the meeting.
ARTICLE V - Officers
SECTION A: General
The officers of the R.O.C. Committee shall be:
2.) Vice Chairman
3.) Secretary / Corresponding Secretary
No paid members of campaign staffs or the paid staff of the Republican Party of Virginia shall be eligible to hold officer position.
SECTION B: Precinct District Chairman
1.) A Precinct District Captain for each election district shall be appointed by the members of the Executive Committee. Each such captain shall be responsible for the activities of his precinct.
2.) Precinct District Captain or designee is responsible for meeting with new applicants who express an interest in joining the R.O.C. Committee outside of the bi-annual mass meeting. If the applicant is found to be in general agreement with the principles of the Republican Party and completes the signed membership form, the Precinct District Captain or designee shall nominate them for membership.
SECTION C: Duties of Officers
1.) The R.O.C. Chairman shall be responsible for the general execution and implementation of the programs and policies of the R.O.C. Committee commensurate with achieving the goals of the Party Plan.
In addition, the County Chairman shall:
a. Call mass meetings for convention in accordance with the Party Plan and preside over same until a temporary organization is elected
Bylaws of The Republican Orange County Committee Page 4 of 8
b. Represent the R.O.C. Committee on the appropriate Republican Congressional District Committee (During any 10-year period when the county is in more than one Congressional District, the R.O.C. Chairman shall serve on the Congressional District Committee of his residence and will appoint an R.O.C. Committee member who resides in the other district to serve on its Congressional District Committee);
c. Convene the R.O.C. Committee no less than once each three-month period and more frequently when the needs of the Party so demand; and
d. Appoint two qualified persons to make a bi-annual audit of the books and financial records of the R.O.C. Committee at the end of each fiscal year, which persons shall report to the R.O.C. Committee.
2.) The Vice Chairman – Precinct Organization shall be in charge of the organization of all of the precincts in Orange County. The Vice Chairman shall see that a Precinct Captain is appointed for each precinct, and The Vice Chairman shall work with these Precincts to see that they are properly trained, instructed and supplied. The Vice Chairman shall preside over the R.O.C. Committee in the temporary absence or disability of the Chairman; and in the event of the Chairman’s death, resignation, removal or inability to act, the Vice Chairman shall act as temporary chairman.
3.) The Secretary shall take minutes of all meetings of the R.O.C. Committee and of the Executive Committee and keep them in his custody. The Secretary shall submit draft copies of each meeting to appropriate members for review before the next scheduled meeting. At the next meeting, the minutes shall be discussed, amended as necessary and approved. The Secretary shall have available for reference at all meetings current copies of the R.O.C. Committee Bylaws and the Party Plan. The Secretary shall deliver all official records in their custody to his successor within 10 days of the expiration of their term in office.
4.) The Treasurer shall be responsible for the safekeeping and disbursement of all R.O.C. Committee funds. The Treasurer shall be authorized to distribute funds under the following conditions:
a. In accordance with an annual budget approved by the R.O.C. Committee at a regularly called meeting, provided adequate funds are on hand to meet any priority obligations as established by such budget;
b. By authority of the Executive Committee at a duly called meeting, provided adequate funds to meet other obligations are clearly identified;
c. Upon the authority of the Chairman or the Vice Chairman, the Treasurer shall also have the authority to make expenditures up to a total of $100.00.
Bylaws of The Republican Orange County Committee Page 5 of 8
The Treasurer and the County Chairman are empowered to open a bank account in the name of the Republican Orange County Committee and to make deposits and withdrawals from such account.
The Treasurer shall present at each R.O.C. Committee meeting a report covering the period since the preceding meeting; the Treasurer shall present an annual report to the R.O.C. Committee at the end of the scheduled year. The Treasurer’s books shall be audited bi-annually by two persons designated by the County Chairman. The audit is to be certified as to correctness to the R.O.C. Committee, with a copy to the Treasurer.
The Treasurer shall keep proper records, which are open to inspection by any member of the R.O.C. Committee at all reasonable times, and upon reasonable notice. The Treasurer shall deliver all official records in their possession to their successor within 10 days of the expiration of this term.
Section D: Finances
The R.O.C. Committee will operate on a pay as you go” basis and will not incur debts or obligation which cannot be paid from funds on hand upon receipt of bills. The R.O.C. Committee will not be responsible for the campaign debts of any candidate. The fiscal year will begin January 1 of each year.
Section E: Vacancies
The Executive Committee shall call a special meeting of the R.O.C. Committee to be held within thirty days for the purpose of electing a new County Chairman to fill the unexpired term. Vacancies in the office of Vice Chairman, Secretary and Treasurer shall be appointed by the Executive Committee to fill the unexpired term.
ARTICLE VI - Meetings
SECTION A: General
The R.O.C. Committee shall meet at least once in each quarter year. The spring meeting shall be the Annual meeting. Additional meetings as may be required shall be called by the County Chairman or upon petition of one-third of the members of the R.O.C. Committee
SECTION B: Notice
Meetings of the R.O.C. Committee shall be held upon seven days’ written notice (via USPS mail or e-mail), with agenda enclosed, to the membership as recorded on the official membership list prepared and maintained by the Corresponding Secretary.
Bylaws of The Republican Orange County Committee Page 6 of 8
SECTION C: Proxy
A member of the R.O.C. Committee may be represented at R.O.C. Committee meetings by a proxy, subject to the following conditions:
1.) There shall be no proxies for a mass meeting.
2.) All proxies shall be in writing, signed by the maker, substantially in the following form:
I, __________________________________(Name of Committee member), of __________________________________________________(Address)
do hereby appoint __________________________________(Name of Proxy) of _______________________________________________________(Address) my attorney, to vote as my proxy at a meeting of the R.O.C. Committee to be held on the ____ day of _____, 20__, or any subsequent adjourned meeting or postponed date. This proxy may be withdrawn by the committee member at any time prior to its exercise. It is withdrawn if I am personally at the meeting or extension.
Signed this ____ day of ____, 20__.
SECTION D: Voting by Ballot.
At any election where there is more than one candidate for R.O.C. Committee office, the vote shall be taken by paper ballot accomplished by roll call of membership of the R.O.C. Committee with each member coming forward to cast the paper ballot when his name is called. No votes shall be precast.
In the event of a tie during any ballot vote, subsequent votes shall be taken until a majority is reached.
SECTION E: Quorum
A minimum of fifteen (15) percent of the voting members of the R.O.C. Committee shall constitute a quorum for the transaction of business. If a quorum is not present in person or by proxy at a called meeting, a majority of the members of the Executive Board present in person are authorized and empowered to transact all necessary business on behalf of the Committee.
Bylaws of The Republican Orange County Committee Page 7 of 8
ARTICLE VII - Executive Committee
SECTION A: Membership
The Executive Committee shall consist of the following voting members:
1.) County Chairman
2.) Vice Chairman
3.) Secretary / Corresponding Secretary
5.) Immediate Past Chairman (if still a resident of Orange County): and
6.) Each Precinct District Chairman
The Executive Committee may include of the following ex officio (non voting) members if they so request:
1.) The President of any federated Orange County Republican Women’s Club
2.) The Chairman of any Young Republican Group of Committee from any high school located in Orange County
3.) The Chairman of any College Republican Group or Committee from any college or university located in Orange County
SECTION B: Duties
The Executive Committee shall carry on the business of the R.O.C. Committee in conformity with the policies and programs of the Republican Party. It shall have the general power to administer the affairs of the R.O.C. Committee between business meetings and shall report issues to the R.O.C. Committee.
SECTION C: Voting
A majority of the voting members of the Executive Committee shall constitute a quorum for the transaction of business.
SECTION D: Meetings
Meetings of the Executive Committee shall be held quarterly upon prior written call of the Chairman or of four members of the Executive Committee unless a majority of the Executive Committee decides such a meeting is not necessary.
ARTICLE VII - Committees
Special Committees in the following areas may be established by the R.O.C. Chairman with the approval of the majority of the Executive committee.
2.) Public Relations
3.) Precinct Organization
5.) Research and Issues
7.) Rules and Resolutions
Bylaws of The Republican Orange County Committee Page 8 of 8
There may be such additional special committees as are deemed advisable by the County Chairman or the Executive Committee. The R.O.C. Chairman shall be an ex officio member of all such committees except the nominating committee, and shall fill any vacancy as it may occur.
At such time as any special committee is established, its duties will be prescribed by the Executive Committee.
ARTICLE X - Construction
The use of nouns and pronouns within these Bylaws shall be construed to denote either gender.
ARTICLE XI - Amendments
These Bylaws may be amended by a two-thirds vote of those members of the R.O.C. Committee who are present and voting at a duly called meeting, provided that a copy of such proposed amendments shall be mailed to the membership along with the official notice of such meeting.
Adopted by the members present in the Republican Orange County Committee meeting held on this 28th day of January, 2012.
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