San Diego Progressive Democratic Club
Policies and Procedures
ARTICLE I - MEMBERSHIP
SECTION 1 - MEMBERSHIP TERMS
New memberships and renewals between January 1st and October 31st are valid for the same
calendar year. Renewals and new memberships paid on or after November 1st are valid through December 31st the following calendar year.
SECTION 2 - SPECIAL PRICING
A. With the majority of the Executive Board’s approval, SDPDC may offer special pricing for membership at SDPDC club events.
B. Payment of special pricing shall not be obligatory to anyone for whom it constitutes an economic hardship.
ARTICLE II – OFFICERS
SECTION 1 - DUTIES
The President shall be the Chief Executive Officer of the club. They shall preside over all meetings of the club and the executive board; make appointments to other positions as required; compile the agenda for the executive board meeting; provide direction and oversight to the executive board; act as official spokesperson and represent the club in the community. In addition, the President should stimulate active interest in the political process and foster communications between other clubs and within the San Diego County Democratic Party.
i. The Vice-President - Internal
The Vice-President - Internal shall serve at the direction of the President in matters affecting the SDPDC internal affairs and business. He/she shall preside at meetings if the President is unable to do so, or is requested by the President to do so. The Vice-President Internal shall take over the duties of President in the absence of that officer, and is responsible for the annual audit in June. This position may also speak on behalf of the club.
ii. The Vice-President - External
The Vice President External shall serve at the direction of the President in matters effecting affecting the SDPDC external affairs and business. This includes dealings with outside organizations such as the San Diego County Democratic Party, California Democratic Party, other Democratic clubs, and allied political organizations. This position may also speak on behalf of the club.
The Secretary shall keep the minutes of the general meetings, executive committee meetings, conduct correspondence, and is responsible for correspondence to membership.
The Treasurer shall be responsible for receiving and depositing all club funds received; maintaining an accurate record of club receipts and expenditures; signing all checks as authorized by the Executive Board; making the record of club receipts and expenditures available to any member when requested; providing a report of the club financial status at club meetings as requested; providing an annual written report of club financial status; making the books and all other financial records of the club available to the audit committee each year in June. The audit committee shall consist of one At-Large Executive Board member and a minimum of one other member from membership not currently serving on the Executive Board. In addition, the Treasurer shall be responsible for filing FPPC/FEC financial report on time as required.
E. Communications Chair
The Communications Chair shall be responsible for maintaining the club website and social media accounts; responding to and distributing communication e-mails regarding club business; curating and distributing the monthly newsletter; and cataloguing club event media. This position may also speak on behalf of the club.
F. Membership Chair
The Membership Chair shall be responsible for maintaining the list of members and collect membership dues. The Membership Chair will also create a list of new members, patrons, and sustaining members, as well as lists of members of chaptered clubs; which will be sent to the communications chair to be added to the club newsletter by the 4th Monday of every month.
G. Executive Committee Members at Large (3 Elected)
The Executive Committee Members at Large are responsible for assisting with duties and responsibilities of the club that are required for operations of the club. Executive Committee Members at Large can also be placed as chair of committees (i.e. Social Media Chair) with approval of the Executive Board.
SECTION 2 - VACANCIES
Should any officer resign or fail to attend three general meetings or Executive Board meetings in a row without cause approved by the Executive Board, the Executive Board shall declare that office vacant after issuing ten days’ notice to the officer.
SECTION 3 - SPECIAL ELECTIONS
In the event of a vacancy or creation of an office, an election will be held at a general meeting with notice provided as required by Article V, Section 4 of the SDPDC Bylaws. The election will be held as provided by Article IV, Section 3 of the SDPDC Bylaws.
SECTION 4 - APPOINTED OFFICERS
A. The President shall appoint a parliamentarian and any other officers not otherwise specified by these bylaws as required for the general well-being of the club.
The parliamentarian shall be responsible for retaining a copy of the SDPDC Bylaws and a copy of Bylaws for each chaptered club, advising the presiding officer on parliamentary procedure at general meetings, and will serve as a voting member of the executive board.
SECTION 5 - CHAPTER PRESIDENTS
The president of each chapter, or one appointee thereof, shall serve as a voting member of the executive board.
SECTION 6 - PREVIOUS PRESIDENTS
Any member who has served as President of the SDPDC within the last two (2) years may sit on the executive board as a non-voting member.
SECTION 7 – OFFICER REMOVAL
An Officer may be removed at any general where quorum is present by a 65% vote.
ARTICLE III - COMMITTEES
The standing committees for the club are the Audit committee and the chaptered Club or Community Coalitions. Other committees may be created on an Ad-Hoc or Standing basis and include Political Action, Fund Raising, Program, Special Events, Hospitality and others as identified by the President and ratified by the Executive Board.
ARTICLE IV - CANDIDATE ENDORSEMENTS
SECTION 1 – ENDORSEMENTS AND QUESTIONNAIRE
A. Questionnaires should be provided to candidates at least 5 days prior to a chapter endorsement meeting. Candidates should complete and submit the questionnaire to chapter presidents at least twenty four hours before the endorsement meeting.
B. Reasonable attempts will be made to notify and invite all candidates to an endorsement meeting where their race is being considered, and to furnish those candidates with a SDPDC Candidate Questionnaire, at least five (5) business days prior to that meeting.
A. Any endorsement may be revoked with a 65% vote at a meeting where quorum is present.
SECTION 2 - CONSENT AGENDA
A. The Consent Agenda is an administrative device to facilitate meetings by eliminating a lengthy discussion of recommendations from the Chapters or the Executive Board that are likely to be passed by the body. The Chair will ask if there are any items to be pulled from the Consent Agenda. Any member may move to “pull” an item from the Consent Agenda for any reason. For each item that is pulled, first the person who pulled the item will be allowed to speak and the Chairperson of the chapter making the recommendation will be allowed to speak with any time limits set by the President. The pulled item then goes to a vote of the body without any additional discussion. A vote of fifty percent (50%) of the body will pull the item from the Consent Agenda. Once all pulled items have been considered for pulling, it returns to a motion, second, and vote to approve the remaining Consent Agenda items without further discussion. The threshold to pass a Consent Agenda motion on candidate endorsements or ballot measure positions is a threshold of sixty-percent (60%).
B. Each item that was pulled from the Consent Agenda will be dealt with separately following the vote on the Consent Agenda as if it has been presented as a standalone item. It will require a motion, a second, discussion, and a vote to pass using same thresholds that would have been used for the Consent Agenda. This process will repeat until each pulled item has been addressed.
ARTICLE V - SAN DIEGO PROGRESSIVE DEMOCRATIC CHAPTERS
SECTION 1 - CHAPTERING AND CHAPTER RENEWALS
A Club seeking to chapter or renew their chapter with the San Diego Progressive Democratic Club shall comply with the following procedure:
All chaptering is done under the supervision of the President or Internal Vice-President of the SDPDC. The club provide a copy of its standing rules, a membership list
and the completed chapter application form, including a completed procedural guidelines checklist.
B. The use of the word “San Diego Progressive Democratic Club” shall be subject to the approval of the Executive Board when a chaptered club or coalition solicits funds or produces media.
C. The Executive Board may waive the list requirement in the chaptering process and fashion alternative means to verify the number and registration of club or coalition members.
D. The Executive Board may only chapter or renew a club’s chapter when all requirements have been met and the next SDPDC general meeting is greater than thirty-five (35) days from the previous meeting.
E. The annual Club chapter application and documentation is due by December 15 for the following calendar year. Late and new chapters may be subject to a fourteen (14) day administrative review period. When all required documentation is submitted, the Executive Board may move to chapter the club at the next SDPDC general meeting.
F. When seeking the renewal of its chapter, a club or coalition shall furnish the E-board with the items specified in Paragraph A of this section. The failure to provide these items shall constitute good cause for denying renewal of a chapter.
SECTION 2 - BYLAWS CHANGES DURING CHAPTERING PERIOD
If a chapter changed their bylaws during the chapter period, a new copy of the bylaws with an outline of the changes must be submitted to the Executive Board within thirty (30) days and their chapter is subject to review by the Executive Board. A chapter has the option to submit proposed bylaw changes and have those changes reviewed by the Executive Board prior to taking a club vote on the new bylaws.
SECTION 3 - ORGANIZATION OF NEW AFFINITY CLUBS
At least one representative of a proposed new Affinity club shall appear in person at a SDPDC general meeting to provide an overview of the purpose and goals of the club and to announce the notice of their next organizational meeting. The club’s organizational meeting shall be added to the SDPDC calendar, noticed to all SDPDC members via email, and must be open to all interested Progressive Democrats.
ARTICLE VI - CLUB REPRESENTATIVES
SECTION 1 - CALIFORNIA DEMOCRATIC PARTY (CDP)
In order to be eligible to participate in CDP pre-endorsing conferences, the Club’s President, Secretary, or Treasurer will ratify the roster of Democratic members in good standing by July 1 of each odd-numbered year identifying the legislative districts and representatives for each district and submit it to the CDP and SDCDP. Representatives should be equally apportioned between men and women to the extent possible.
SECTION 2 - SAN DIEGO COUNTY DEMOCRATIC PARTY (SDCDP) ASSOCIATE MEMBER
Under the club’s charter with the SDCDP, its President is a representative to the SDCDP Central Committee as an Associate Member. If the President is already a Central Committee member or chooses not to serve, a different representative may be selected to serve his or her term according to the provisions of Sections 3 and 4 of this Article. An Associate Member application, for the President or any other representative, must be submitted to the SDCDP within 30 days of his or her selection by the club.
SECTION 3 - SELECTION
Club representatives to the CDP and SDCDP – and any other official representatives, delegates, and alternates from the club to conferences, caucuses, councils, conventions, and other meetings – shall be selected by a vote of members in good standing at a duly noticed club meeting or, if that cannot occur at a regular or special meeting, by designation of the President
SECTION 4 - ADHERENCE TO CLUB POSITIONS
Club representatives described in this Article, when participating in voting and discussion in that capacity, shall adhere to and represent the club’s official positions on endorsements and other matters wherever applicable, and shall agree to do so prior to their selection.
SECTION 5 - OTHER SDCDP REPRESENTATIVES
A. The Executive Board may designate a GO Team Liaison.
B. The Executive Board may designate a SDCDP Voter Registration Liaison.
ARTICLE VII – SUSPENSION OF POLICIES AND PROCEDURES
These policies and procedures may be suspended when business can not be continued without doing so. These policies and procedures will only be suspended by a 65% vote majority where quorum is present.
ARTICLE VIII - AMENDMENTS
These policies and procedures may be amended by a majority vote at a general meeting after such amendment has been noticed two weeks in advance of the meeting.
ARTICLE IX - ADOPTION
These policies and procedures shall become effective immediately upon their adoption and shall be the governing rules of the club.