Johnson County Democratic Women South Official Bylaws

 Article I

Name

The caucus, Johnson County Democratic Women South, is a political action committee hereinafter known as “JCDWS”.


Article II

Membership

Section I: And Active Member is eligible to vote and: 

  1. Identifies as a female and;
  2. Is registered as a Democrat and;
  3. Is current with annual dues and;
  4. May have a female student membership.

Section 2: An Associate Member does not have voting privileges and is not counted toward delegate votes at any county, district, state or national meeting, and:

  1. Does not identify as a female and;
  2. Is registered as a Democrat and;
  3. Is current with annual dues and;
  4. May have a male student membership.

Section 3: A Lifetime (Honorary) Membership may be conferred upon a person who identifies as female and exemplifies Democratic Party ideals. Nominations can be made by any JCDWS Active or Lifetime member. The Board will review the nomination and propose recommendations to the JCDWS members at a regularly scheduled general membership meeting for a vote. This membership does not require dues but does have voting privileges.


Article III

Officers and Duties

Section I: The Board is the governing body of JCDWS.

  1. The Board shall consist of the: 
    1. President 
    2. Vice President 
    3. Secretary
    4. Treasurer 
    5. Program Chair
    6. Fundraising Chair
    7. Membership Chair
    8. Communications Chair

 

  1. Active and Lifetime members in good standing as defined in Article II above may vote for JCDWS officers.  
  2. Board members must have attended at least three (3) general membership meetings between August 1st and July 31st.
  3. Board members must attend two-thirds (⅔) of the Board meetings. 
  4. The Board shall be the administrative body of the JCDWS and will have the power and authority to perform all acts and functions consistent with the bylaws.
  5. Delegates to all conventions shall be appointed by the Board. 
    1. Delegates to the Congressional District Democratic Women and Kansas Federation of Democratic Women State conventions will abide by their respective bylaws.
  6. Each officer may form a committee to assist with her duties. 
  7. Each officer may be asked to perform additional duties at the behest of the President or Vice President. 
  8. Should a Board member require a period of absence, the Board may choose to cover that member’s absence temporarily or seek a permanent replacement at their discretion.
  9. Prior to election or appointment, each officer shall be given a copy of their expected duties.
    1. The President or Vice President will be responsible for issuing this documentation.
  10. By acceptance of nomination or appointment, each candidate or officer states willingness to learn and use the technological platforms chosen by the majority of the Board. 
  11. Each officer shall assist with following up with lapsed members.

Section 2: The President is an elected position. 

The nominee for President must:

  1. Be an Active or Lifetime member who identifies as female and;
  2. Be a member of the Kansas Federation of Democratic Women (KFDW) for at least six (6) months and;
  3. Have attended at least six (6) membership meetings of any KFDW caucus and;
  4. Be an experienced servant as:
    1. A board member of a Democratic caucus or; 
    2. A board member of a non-profit organization(s) that expresses Democratic ideals or; 
    3. An elected official for at least six (6) months prior to nomination. 

The President shall: 

  1. Preside at all meetings of the JCDWS Board and membership.
  2. Exhibit the ideals of the JCDWS caucus at all times including, but not limited to, the purposes and goals of JCDWS. 
  3. Maintain strict confidentiality standards.
  4. Maintain at least one (1) Board position with a person qualified and proficient in the use of  technological platforms used by the Board to ensure the integrity of all data and its use.
    1. Website management may be outsourced as necessary.
  5. Learn proficient use of all platforms and methods of technology used to maintain financial and membership information.
  6. Establish and maintain security access levels to all platforms.
  7. Represent JCDWS at meetings of:
    1. Johnson County Democratic Party (also referred to as “eBoard”). 
    2. Third District Democratic Women.
    3. Kansas Federation of Democratic Women.
  8. Be offered JCDWS funds to attend the annual KFDW convention as approved by the Board.

 

The President may:

  1. Appoint Board positions with the approval of the Board.
  2. Assign additional tasks to Board members.
  3. Appoint a representative to attend a function in her place.


Section 3: The Vice President  Is an elected position. She shall preside in the absence of the President and perform the duties of the President. 

The nominee for Vice President must:

  1. Be an Active or Lifetime member who identifies as female and;
  2. Be a member of the Kansas Federation of Democratic Women (KFDW) for at least six (6) months and;
  3. Have attended at least six (6) membership meetings of any KFDW caucus and;
  4. Be an experienced servant as:
    1. A board member of a Democratic caucus or; 
    2. A board member of a non-profit organization(s) that expresses Democratic ideals or; 
    3. An elected official for at least six (6) months prior to nomination. 

The Vice President shall:

  1. Exhibit the ideals of the JCDWS caucus at all times in public and private attendances, including, but not limited to, the purposes and goals of JCDWS while representing JCDWS.
  2. Maintain strict confidentiality standards.
  3. Learn proficient use of all platforms and methods of technology used to maintain financial and membership information.

The Vice President may:

  1. Establish and maintain security access levels to all platforms.
  2. Appoint Board positions in absence of or in collaboration with the President, with the approval of the Board. 
  3. Be assigned other duties by the President. 


Section 4: The Secretary will be elected for a two (2) year term in even-numbered years. 

The Secretary will:

  1. Record the minutes of all regularly scheduled Board and JCDWS membership meetings and;
  2. Prepare official correspondence of the JCDWS and; 
  3. Maintain records of votes taken by JCDWS and;
  4. Notify the website manager of necessary changes to Board positions and; 
  5. Maintain and post all records in the shared Cloud storage website or database chosen by a vote of the Board and; 
  6. Keep all records in such a manner that they can be transferred to the succeeding Secretary when the incumbent’s term of office is completed and;
  7. Assist the Membership Chair with the preparation of the Annual Membership Renewal letter and;
  8. Fulfill approved records requests in a timely manner. 
    1. Reports generated by the Treasurer are the responsibility of the Treasurer, but the Secretary may fulfill such requests in coordination with and approval of the Treasurer. 

Section 5: The Treasurer will be elected for a two (2) year term in odd-numbered years.

The Treasurer will: 

  1. Document and receipt all money received by JCDWS according to procedures agreed upon by the Board  and; 
  2. Monitor and record all contributions both monetary and in-kind and; 
  3. Provide proper documentation and/or approved budget for all disbursements:
    1. All requests for reimbursement must be submitted to the Treasurer with supporting documentation of receipt or expense report.
    2. All purchases over $50 require Board approval unless specified per contractual agreement listed in item (d) below.  
    3. All checks over $250 will require two (2) signatures which shall be from elected JCDWS Board members.
    4. Dues will be paid per contractual agreement to:
      1. Kansas Federation of Democratic Women.
      2. Membership database software service provider.
      3. Ethics Commission annual fee.
      4. Any other contract entered by JCDWS.
  4. Provide a check for the speaker’s meal at the general membership meetings and;
  5. Maintain bank accounts for JCDWS and;
    1. Bank accounts will list at least two (2) additional cosignatories which shall be elected Board members. 
    2. All monies will be deposited in the name of Johnson County Democratic Women South. 
  6. File all reports, documentation, and statements on time and;
    1. These shall be uploaded and shared on the Cloud website or database of choice chosen by a vote of the Board.
  7. Monitor and respond to the jcdwstreasurer@gmail.com email account.

Treasurer will produce: 

  1. A Treasurer’s Report to the Board which will be available to the membership, at annual meetings, and upon request by current members and;
  2. Records of payment of membership dues for the Membership Chair upon request and; 
  3. Monthly  Treasurer’s Report for the period will be presented at the Board meeting and will include:
    1. The beginning balance 
    2. Income 
    3. Expenses
    4. The ending balance
    5. Upcoming expenditures

 

  1. An annual line item budget to determine variance and establish next year’s budget and;
  2. Documentation for any audit  as requested by the Board or the President and;
  3. All reports required by the State of Kansas.

Section 6: The Program Chair will be appointed by the President and is therefore not an elected Board position. She will be responsible for monthly general membership meeting program content.


The Program Chair will:

  1. Invite and arrange for speakers and; 
    1. The Program Chair will schedule speakers at least two (2) months in advance of the meeting and;
    2. Obtain topic, bio, and picture of the speaker(s) and;
    3. Publish topical and speaker information to the shared Cloud website or database chosen by the Board and;
    4. Provide information requested by the Communications Chair.

 

  1. Verify the speaker’s attendance two (2) weeks prior to the event and;
  2. Ensure the speaker’s meal is paid and;
  3. Greet and introduce the speaker(s) at our meetings and;
  4. Follow up with a thank you note after the meeting. 

Section 7: The Membership Chair is appointed by the President and is therefore not an elected Board position. 

The Membership Chair will: 

  1. Maintain the membership roster and meeting attendance documents on the shared Cloud website or database of choice chosen by a vote of the Board and;
  2. Communicate with new members and guests within the first week following their application to JCDWS or attending our meeting and;
  3. Assist the President in activities related to recruiting and maintaining members and;
  4. Prepare and send, with assistance from the President and/or Vice President, an annual letter to membership in regard to annual membership renewal to all members and;
  5. Follow up with members that have not renewed each year on their intention to renew within a month of registration lapsing. 


Section 8: The Fundraising Chair is appointed by the President and is therefore not an elected Board position. She will be responsible for coordinating all aspects of special events to raise funding for JCDWS.

The Fundraising Chair will:

  1. Work closely with the Treasurer to monitor and deposit all expenditures and income accrued for JCDWS at fundraising events and;
  2. Assist the Treasurer in gathering information necessary to compile all incoming and outgoing reports to the State of Kansas. 

Section 9: The Communications Chair is appointed by the President and is therefore not an elected Board position. She will be responsible for communication including, but not limited to, social media and mass emails from the platform or database chosen by the Board. 

The Communication Chair will:

  1. Collaborate with all other chairs on proofreading official communications and correspondence and;
  2. Coordinate with website management to maintain current and accurate information and;
  3. Distribute content including, but not limited to:
    1. Information about regularly scheduled and special meetings.
    2. Special events including fundraising activities.
  4. Monitor and respond or forward as appropriate:
    1. Communications sent to the jcdwsouth@gmail.com email account.
    2. Messages sent on social media.
    3. Communications sent by any other electronic means.
  5. Create JCDWS logos and graphics and;
  6. Assist other Chairs as necessary and;
  7. Oversee the consistent update of events on the JCDWS calendar. 

Section 10: The Past President is the woman who served the immediately preceding position of the President and is a Board member. 

The Past President will:

  1. Chair the Advisory Committee and; 
  2. Serve in any capacity on the Board appointed by the President or Vice President and;
  3. Counsel the Board and;
  4. Optionally attend board meetings.

 

Article IV

Committees

 

Section 1:  Following the election, the newly established Board will convene with the previous Board for a Planning Meeting within two (2) weeks.

  1. This meeting must include a quorum of four (4) current Board members and should include the previous Board members to ensure succession. 
  2. The Board shall review, amend if necessary, and publish the JCDWS candidate endorsement policy.
  3. The incoming President will present a vision for her tenure.
  4. The Fundraising Chair will present a draft of her fundraising vision and a projected budget and revenue.
  5. The Membership Chair and Communication Chair will present, in conjunction, their goals for growing the caucus and a budget with projected revenue. 
  6. The Treasurer will present the current Monthly Treasurer’s Report with Operations, Fundraising, and upcoming expenses detailed. 

Section 2: The Advisory Committee will be chaired by the Past President. The Advisory Committee shall:

  1. Be comprised of representatives from other Democratic caucuses and;
  2. Nonprofits that demonstrate Democratic ideals and;
  3. Be asked to serve a term of one (1) year and;
  4. Give confidential input concerning the workings of JCDWS organization and;
  5. Be encouraged to make recommendations for improvement.

Section 3: Additional committees may be created and appointed as deemed necessary. 

  1. Committee positions are not voted upon by the membership, but do require Board consensus. 
  2. All committee chairpersons must be Active or Lifetime members of either JCDW (North or South) caucus as defined in Article II above. 
  3. Committee chairperson positions may include members of Kansas Federation of Democratic Women (KFDW) or other Democratic women’s caucuses. 
  4. Committees may be staffed, but not chaired by Associate members as defined in Article II above.

 

Article V

Meetings

Section 1: Board Meetings

  1. The President and/or Vice President must be in attendance to constitute a Board meeting. 
  2. The Board must have a quorum of at least four (4) chairpersons to proceed with a meeting.
  3. The Board shall follow the procedures set forth in Robert’s Rules of Order Newly Revised, also referred to as “Robert’s Rules of Order”, and may utilize the website http://www.rulesonline.com/ for assistance.
  4. Board meetings may be in person or by call or video conference.  
  5. Special Meetings may be called by the President as deemed necessary or by written petition of at least two (2) members of the Board. A 72-hour notice is required.

Section 2: General Membership Meetings

  1. JCDWS Meetings will be held monthly.
  2. Meeting dates, and formats, and venues may be changed by a simple majority of the Board Members. 
  3. A vote at a monthly JCDWS general membership meeting will pass with a simple majority (greater than fifty percent) of the JCDWS Active and Lifetime Members present. 
  4. Secretary will make absentee ballot provisions available upon request, except for the election of officers (refer to Election Procedures in Article VI, Section 4B).

Section 3: Annual Membership Meeting 

  1. An Annual Membership Meeting shall be held at such date, place, and hour determined by the Board. 
  2. The Secretary will be responsible for issuing the official written call to all members in good standing fourteen (14) days prior to the meeting. 
  3. Elections will be held at this meeting (see Article VII).
  4. Roberts’ Rules of Order Newly Revised shall govern the procedures.
  5. The outgoing President will give a summary of her tenure.

 

Article VI

Nominations/Elections  

Section 1: Terms of Office 

  1. A Vice President shall be elected yearly to serve a total of three (3) years limited to a total of six (6) consecutive years on the Board in the following capacity: 
    1. She shall serve in the following capacity:
    2. Her first year shall be as Vice President.
    3. Her second year shall be as President.
    4. Her third year shall be as immediate Past President.
  2. Elections for Vice President require a  majority of at least two-thirds (⅔) of the vote.
  3. After her first year of service, the Vice President shall advance to President by a confirmation vote of simple majority (greater than fifty percent).
  4. Should the Vice President not advance by a confirmation vote, nominations for President shall be submitted by the Active and Lifetime Members present, and an election held.
    1. Elections for President require a two-thirds (⅔) majority of the vote.

All other Board positions are for a two (2) year term limited to a total of six (6) consecutive years on the board.


Section 2: The Nominating Committee shall be an ad hoc committee and consist of no less than three (3) Active or Lifetime members. The President will appoint the chair with the advice and consent of the Board.

Duties of the Nominating Committee: 

  1. Compile a list of names of all nominated officers; 
  2. Verify the nominees are:
    1. Active or Lifetime members and;
    2. Qualified for President under the criteria set forth in Article III, Section 2, or;
    3. Qualified for Vice President under the criteria set forth in Article III, Section 3.
  3. Interview each candidate;
  4. Present each candidate with a copy of the duties of her role listed in Article III for her consideration;
  5. Publish a slate of candidates to the eligible voting membership at least fourteen (14) days in advance of the Annual Meeting.

Section 3: Nominations 

  1. Nominations for any JCDWS office may be made from the floor by any Active or Lifetime member present.

Section 4: Election Procedures 

  1. The outgoing President shall appoint a member who is not on the Board nor a nominee to conduct the election.
    1. The Election Conductor shall be appointed at the General Membership meeting prior to the election.
    2. The  Election Conductor will be provided a written copy of the Election Procedures. 
    3. The  Election Conductor shall appoint two (2) members who are not on the Board nor nominees to count the votes.
      1. Votes shall be counted if there is more than one (1) candidate.
  2. Eligible voters must be present to vote.
  3. The Secretary and Membership chairs shall conduct credentialing procedures as the membership arrives.
    1. Only Active and Lifetime members as defined in Article II may vote.
  4. The Secretary shall give each eligible voter a colored paper for each possible election:
    1. Presidential confirmation
    2. Possible Presidential election, should the President not be confirmed.
    3. Vice President
    4. Secretary or Treasurer
  5. Each position shall be voted upon individually in the order of procession listed above.
  6. The Election Conductor shall conduct the election by secret ballot.
  7. The outgoing President shall announce the results.
  8. The Secretary shall record.

Article VII
Amendments

Section 1: All proposed amendments to the bylaws shall be sent to the Vice President who will present  to the Board for review and action if deemed necessary.

  1. Proposed amendments to the bylaws will be provided to Active and Lifetime members at least thirty (30) days prior to the vote.
  2. Proposed amendments to the bylaws require a simple majority (greater than fifty percent) vote of the Active and Lifetime members in attendance at the scheduled meeting.

The above and foregoing is a true and correct copy of the bylaws of Johnson County Democratic Women South