BY-LAWS
Article I – Name and Address
The name of the organization shall be: Smith County Republican Women
The address of this organization shall be P.O. Box 8175, Tyler, TX 75711.
Article II – Objectives
The objectives of this organization shall be to:
- Promote an informed electorate through political education
- Increase the effectiveness of women in the cause of good government through active political participation
- Facilitate cooperation among Republican women’s organizations
- Foster loyalty to the Republican Party and promote its principles and candidates in all elections, including non-partisan elections
- Work for the election of the Republican Party’s nominees
Article III – Policy
Section 1. Candidate Endorsement:
This organization, its president and its campaign activities chairman shall not publicly endorse any candidate for public office in contested Republican primaries, runoff elections and special elections. This club shall be registered as a political action committee (PAC) with the Texas Ethics Commission.
Section 2. Working for a Candidate
Individual members of this organization, with the exception of the president and campaign activities chairman, may work for any candidate of their choice in contested Republican primaries, but may not work in the name of the organization.
Section 3. Endorsement Exemption:
This article pertains only to contests between Republican candidates for public office. Officers of this organization who are candidates, or whose husband, or a member of her family, are candidates shall be exempt from this rule, but may not do so (endorse) in the name of the organization.
Section 4. Controversial Issues:
This organization and its officers shall not issue statements or pass resolutions on controversial issues in the name of the organization without first polling its members and obtaining a two-thirds (2/3) written vote of approval of the total membership.
Section 5. Lobbying:
There shall be no lobbying with legislators using the name of the Texas Federation of Republican Women by any federated organization or any individual member without the express permission of the Board of Directors of the Texas Federation of Republican Women.
Section 6. Political Action Committee (PAC):
This club shall be a political action committee (PAC) and register as such with the Texas Ethics Commission.
Section 7. Delivery of Records
All officers and all committee chairwomen and vice chairwomen shall deliver all records, files, passwords, social media administrative rights, and properties of the club to their successor before December 31 of the year in which she is retiring from office, or within three (3) days of leaving the position if earlier than December 31, unless otherwise directed by the club President or Executive Committee. Failure to meet the deadlines may result in the termination of her membership by the club.
Article IV – Membership
Section 1. Eligibility:
Any woman believing in the philosophy of the Republican Party and in the objectives of this organization shall be eligible for membership. To be eligible to vote in club elections, a member must have paid her dues at least 30 days prior to the election and attended at least one meeting. If a woman is a member of any class of membership, she must be a citizen of the United States and shall be a registered voter.
Section 2. Active (Supporting) Member:
An Active or Supporting Member is a woman who meets the eligibility requirements for Active membership of this organization and pays the annual dues. She shall enjoy the full privileges of membership. Her name, address, and telephone number shall be furnished to the Texas Federation of Republican Women (TFRW) and National Federation of Republican Women (NFRW).
Section 3. Associate Member:
This organization may have male and female Associate members. A Republican woman who is an Active or Home member of another federated local club may be eligible for Associate membership upon payment of required dues to SCRW. She cannot hold office, vote or be counted for the purpose of determining the number of delegates to National or State Federation meetings or conventions. As an Associate member, she does not become a member of the State or National Federation. She may speak to motions in a business meeting but is not eligible to vote.
A Republican man is eligible for membership upon payment of the required annual dues to the local club. He cannot hold office, have a voice or vote, or be counted for the purpose of determining the number of delegates to National or State Federation meetings or conventions.
Section 4. Delegate Representation:
An Active (Home) member may be counted in only one TFRW or NFRW organization for the purpose of delegate representation to Federation State and National conventions, and this will be the only organization in which she may hold office. Her dues and name shall be submitted to the Texas Federation of Republican Women for this organization only.
Section 5. Per Capita Dues:
This organization and its members shall be members of the Texas Federation of Republican Women and the National Federation of Republican Women, shall support their objectives and policies and shall pay per capita dues and the annual service charges of said organizations.
Section 6. Causes for Removal:
No TFRW organization shall publicly endorse or work for a known candidate of another Party in a partisan or non-partisan race where a Republican is in the race. When more than one Republican is in a partisan or non-partisan race, no organization, organization president or campaign activities chairman shall publicly endorse or work for any candidate in said race. If a TFRW organization violates this policy, it shall be the responsibility of the TFRW executive committee to remove the organization from the federation.
Section 7. Assets and Name Use:
Upon dissolution of the club, the name and assets shall be assigned to TFRW, the superior body. None of the assets shall be distributed to any member or officer of the organization.
Article V – Officers and Executive Board
Section 1. Officers:
The officers of this organization shall be president, vice-president, secretary and treasurer/PAC treasurer.
Section 2. Duties of Officers:
- The president shall preside at all meetings of the organization and the executive board, shall appoint chairmen of all standing, project and special committees, except nominating and finance committees, with approval of the executive board. She shall appoint a parliamentarian, shall be an ex officio member of all committees, and shall have general supervision of the work of the organization.
- The vice president shall perform the duties of the president whenever the president is absent or otherwise unable to serve. She shall be an ex officio member of all committees, except the nominating committee. She shall perform such other duties as the president may designate.
- The secretary shall keep a factual and unbiased record of the proceedings of all meetings of the organization and the executive board. She shall prepare the correspondence of the organization and shall have custody of all records pertinent thereto and shall perform such additional duties as may be required of the office.
- The treasurer/PAC treasurer shall receive and be the custodian of all funds of the organization and shall pay all bills upon authorization by the president. As treasurer, she shall keep an account of all monies received and disbursed and shall give a report to the membership at each regular meeting of the organization. She shall submit her financial records to the internal review committee for an end-of-year review no later than December 31. She shall be chairman of the finance committee. As PAC treasurer, she shall be registered with the Texas Ethics Commission (TEC). She shall ensure that adequate records are available as required by the TEC and Texas election laws and shall file all reports required by them in a timely manner. The president is exempted from this appointment.
Section 3. Executive Board:
The executive board shall consist of the elected officers, the immediate past president who shall serve as advisor, the chairmen of the standing committees and the parliamentarian who shall serve ex officio without vote.
Section 4. Duties of the Executive Board:
The executive board shall have the authority to transact any necessary business between meetings, to pay necessary expenses under the amount of $50, make recommendations as to the policies of the organization and advise the president. The executive board shall also fill vacancies that occur between elections by a two-thirds (2/3) vote of the executive board members present and voting, with the exception of a vacancy of the presidency, in which case the vice president shall assume the office of president and the executive board shall elect a vice president, as stated herein.
Section 5. Term of Office:
The Term of Office for officers and chairmen shall be from January 1 through December 31, following their election or appointment, or until their successors are elected. No officer or chairman may serve in the same position for more than two consecutive years.
Article VI – Meetings
Section 1. Annual Meeting:
The Annual Meeting of the organization shall be held at fall membership luncheon.
Section 2. Regular Meetings:
Regular meetings shall be held once each month as designated by the standing rules of the SCRW membership. There shall be no fewer than five (5) regular meetings per annum. The time and location of meetings shall be designated in the standing rules of the SCRW.
Section 3. Special Meetings:
Special meetings shall be held at the call of the president or upon the request of 30% of the voting membership (a percentage larger than the designated SCRW quorum), the purpose of the meeting to be stated in the call and no other business shall be considered at the special meeting except that stated in the call of the meeting. There shall be a minimum of seven (7) days advance notice to the membership of a called special meeting.
Section 4. Executive Board Regular Meetings:
Regular meetings of the executive board shall be held prior to regular meetings at such time and place as may be determined by the president.
Section 5. Executive Board Special Meetings:
Special meetings of the executive board may be called by the president or upon the request of a majority of the members of the board. The purpose of the meeting shall be stated in the call and no other business shall be transacted. There shall be a minimum of three (3) days advance notice for a special meeting of the executive board.
Article VII – Dues
Section 1. Fiscal Year:
The fiscal year of the organization shall be from January 1 through December 31. Dues amounts for all membership categories shall be compliant with the standing rules of SCRW.
Section 2. Membership Dues:
- Active (Home) Member: The membership dues shall be payable January 1 and shall be delinquent March 31 of each year. A portion of the total membership dues shall be due to TFRW and NFRW. The total amount of dues shall be as stated in the standing rules of SCRW.
- Associate Member: Associate membership dues shall be as stated in the standing rules of SCRW, payable as stated. No portion of dues for associate members shall be forwarded to TFRW or NFRW.
Section 3. Annual Service Charges:
This organization shall pay the annual amounts required by TFRW and the NFRW.
Article VIII – Nominations and Election
Section 1. Nominating Committee:
A nominating committee of no fewer than three and no more than five, at least one of whom shall not be a member of the executive board, shall be elected by the membership at the September regular meeting. The nominating committee shall elect its chairman from one of its own number and shall report one nominee for each office at the annual membership meeting.
Section 2. Elections:
Elections shall be held at the November meeting and nominations from the floor shall be allowed. Prior consent of the nominees shall be obtained. When more than one candidate for an office is nominated, election shall be by ballot. A plurality vote shall elect. There shall be no absentee or proxy voting. A list of newly elected officers must be submitted to TFRW prior to January 1 of the year they assume office.
Section 3. Installation:
Officers shall be installed at the December meeting.
Article IX – Committees
Section 1. Standing Committees:
Standing committees shall include awards, programs, membership, campaign activities, legislation, political action, public relations, by-laws, special events and community engagement. Campaign activities and legislative positions must be filled as required by the by-laws of TFRW and NFRW.
Section 2. Standing Committee Duties:
Standing committees shall outline programs for action in their respective fields for consideration and adoption by the executive board and shall carry out such other duties as may be prescribed by the executive board.
Section 3. Special Committees:
Special committees shall include finance, internal review and nominations. Other special committees may be appointed by the president and/or executive board as deemed advisable.
Section 4. Special Committee Duties:
Special committees shall outline programs in their respective fields for consideration and adoption by the Executive Board. These committees shall be formed only for the duration of their service.
Section 5. Finance Committee:
The treasurer/PAC treasurer, as chairman of the finance committee, the president, vice president and secretary shall serve as members of this committee.
Section 6. Internal Review Committee:
The internal review committee shall review the financial records following receipt of the final financial statements of the year. The internal review committee shall submit its report to the executive board within 10 days of the annual review. The treasurer/PAC treasurer shall be present at the review.
Section 7. All committees:
All committees shall report to the organization at regular meetings or as ordered by the president.
Article X – Representation
Section 1. TFRW Biennial State Convention Representation:
This organization may be represented at the biennial state convention by one delegate and one alternate for each 10 members and an additional delegate and alternate for a remainder of six to nine members. Delegates and alternates to TFRW conventions shall be elected at the June meeting.
Section 2. NFRW Biennial National Convention Representation:
This organization may be represented at the biennial national convention by one delegate and one alternate. The delegate and alternate to NFRW conventions shall be elected at the June meeting.
Article XI – Quorum
Section 1. Quorum for Regular Meetings:
A quorum for a regular meeting of this organization shall be 25% of the membership.
Section 1. Quorum for Executive Board Meetings:
A quorum for an executive board meeting shall be a majority of the executive board.
Article XII – Parliamentary Authority
Robert’s Rules of Order, Newly Revised, or the latest edition thereof, shall govern all proceedings, except where inconsistent with the by-laws of this organization and those of the TFRW and NFRW.
Article XIII – Amendments
These by-laws may be amended by a two-thirds (2/3) vote of the active (home) members present and voting at any regular meeting of this organization or adjourned session thereof, provided notice of the proposed amendment has been given in writing to all members at least 30 days prior to the meeting.
Latest Revision: June 5, 2017
SMITH COUNTY REPUBLICAN WOMEN
STANDING RULES
- Regular meetings of the SCRW shall be held once per month on the third Thursday of the month, unless otherwise designated by the executive board. Meetings will be held at a date, time, and place designated by the president and the executive board.
- At the discretion of the president and the executive board, flowers or special gifts may be purchased and shall be paid for from the miscellaneous account, if not covered by contributions or donations. There will be a $50 limit for this expenditure.
- All members are responsible for the cost of their attendance at regular meetings, as well as the cost of any guests they bring.
- Annual dues will be set at $12 above the TFRW & NFRW dues, currently $30 per year, payable each year by March 31.
- Members who join during November or December of the year shall pay the full dues amount, which includes membership for the remainder of that current year, as well as for the following year.
- Associate member dues shall be $15 per year.
- Any expense by SCRW members shall have the prior approval of one executive board member. Executive board approval shall be sought in the following order: 1) president; 2) vice president; 3) treasurer/PAC treasurer.
- The standing rules of the SCRW may be changed by a majority vote of the membership at SCRW regular meetings by a two-thirds (2/3) vote, or a majority vote, if notice was given.
Date of Inception: June 5,2017