NORTH PLAINFIELD DEMOCRATIC CLUB
ARTICLE I – NAME
The name of this Club shall be the North Plainfield Democratic Club.
ARTICLE II – PURPOSE
The purpose of the Club, a social organization, shall be to promote an active interest in government by the citizens of North Plainfield.
ARTICLE III – MEMBERSHIP
A. The membership shall consist of persons at least 16 years of age who reside in, work in, or pay taxes to the Borough of North Plainfield, or who subscribe to the purposes and policies of this Club.
B. Membership and voting rights shall be granted upon payment of annual dues.
C. Annual dues shall be paid from January 1 through December 31. The Executive Board shall set the dues for the coming year.
D. Members in good standing are those persons who have fulfilled their dues requirements. Only members in good standing are eligible to vote, to participate in business meetings or to serve in elective and appointed positions.
E. Lifetime Memberships may be granted to individuals at the discretion of the Executive Board. In such cases, the dues requirement will be waived. Lifetime Members shall enjoy the same privileges as members in good standing.
F. The Club shall conduct an annual enrollment of members, but persons may be admitted to membership at anytime.
ARTICLE IV – EXECUTIVE BOARD
The Executive Board shall consist of the Officers, the Trustees, and the Chairs of the Standing Committees.
ARTICLE V – DUTIES OF THE EXECUTIVE BOARD
A. The Executive Board shall approve expenditures in excess of the approved budget and set dues.
B. The Executive Board shall establish policies and procedures, set the yearly calendar and review the Club By-Laws at least every three (3) years. If needed, the Board will recommend that the President appoint an ad hoc By-Laws committee to propose revisions.
C. A member of the Executive Board who fails to attend three out of four consecutive meetings of the Board without good cause may be replaced by a majority vote of the Board for non-fulfillment of office.
ARTICLE VI - OFFICERS
A. The officers of this Club shall be President, Vice President, Secretary, and Treasurer.
B. Officers shall be elected for one calendar year at the December meeting of the previous year.
ARTICLE VII – TRUSTEES
A. There shall be three Trustees.
B. Two Trustees shall be elected for one calendar year at the December meeting of the previous year. One Trustee shall be the immediate Past President.
ARTICLE VIII - DUTIES OF OFFICERS AND TRUSTEES
A. The President shall preside at all general membership meetings of the Club and at all Executive Board meetings.
The President shall coordinate the work of the Officers, the Executive Board, and the committees of the Club in order that the objectives may be promoted.
The President shall appoint the chairs of the standing committees and of all temporary committees. The President may fill by appointment any Committee vacancy.
The President shall be an ex-officio member of all committees.
B. The Vice President shall act as an aide to the President, and shall perform the duties of the President in the absence or inability of that officer to serve. If the position of President is vacated, the Vice President shall become President.
C. The Secretary shall record the minutes of all meetings of the Executive Board and of the Club. The Secretary shall report the minutes at the respective next meetings and make copies of the minutes available to the officers and members.
The Secretary shall have a membership list and a copy of the approved by-laws available at every meeting, and shall perform other duties that may be delegated to that office.
The Secretary shall be responsible for official Club communications.
D. The Treasurer shall have custody of all funds of the Club; shall keep an accurate record of receipts and expenditures; shall receive and disburse all funds of the Club in accordance with the approved expenditures as authorized, and shall maintain an accurate ledger of all transactions of the club.
The treasurer shall present a financial statement of accounts at every meeting and at other times when requested.
The treasurer shall prepare the annual budget to be reviewed and approved by the membership at the reorganization meeting.
An operating checking account shall be established and maintained at a local bank. There shall be at least two signatories on the account, that of the President and of the Treasurer. Disbursements in excess of the approved budget must be reviewed and approved by the Executive Board.
E. The Trustees shall be responsible for the annual audit of funds at the end of each calendar year. One trustee shall be appointed Chair of the Nominating Committee by the President at the September meeting.
F. All officers and trustees shall deliver to their successors all official material not later than the annual reorganization meeting.
ARTICLE IX - COMMITTEES
The Standing Committees shall be Ways and Means, Membership, Program and Public Relations.
A. The Ways and Means Committee shall be responsible for planning and organizing fund raising activities of the Club.
B. The Membership Committee shall be responsible for securing new members and assisting the Treasurer in bringing members who are in arrears of dues up to date. They shall introduce new members at the next general membership meeting.
C. The Program Committee shall assist the President in planning the meetings and securing speakers, firms, etc to be presented at the general membership meetings.
D. The Public Relations Committee shall be responsible for publicizing the Club’s activities.
ARTICLE X -NOMINATIONS
A. The Nominating Committee shall consist of three members appointed by the President at the September meeting: two general members from the club and one trustee who shall serve as the chairperson of the nominating committee.
B. The Nominating Committee shall propose a slate of officers and trustees, consisting of at least one nominee for each position, for election at the December meeting. The slate shall be disseminated to members in good standing by the end of November.
C. The Nominating Committee shall also present the slate at the December general membership meeting. Following the report of the Nominating Committee, there shall be an opportunity to accept nominations from the floor. Only members in good standing shall be eligible for nomination.
ARTICLE XI - ELECTIONS
A. Officers and two Trustees shall be elected annually at the December general membership meeting. Only members in good standing shall be allowed to vote and to be elected to office.
B. If any office is being sought by more than one candidate, the vote shall be held by ballot. A majority shall elect.
C. Officers and Trustees shall assume their official duties at the reorganization meeting and shall serve for a term of one year.
D. In the event of a vacancy on the Executive Board, the remaining officers shall be empowered to select a replacement for that office with a majority approval of the members present. The exception is the Presidency.
ARTICLE XII – CLUB MEETINGS
A. At least eight general membership meetings shall be held each calendar year.
B. Advance notice of at least 7 (seven) days shall be given to each member for the general membership meeting.
C. The attendance of at least ¼ (one-fourth) of club members in good standing at a general membership meeting shall constitute a quorum for the transaction of business of the Club.
D. The privilege of holding office, introducing motions, debating and voting shall be limited to members in good standing.
E. All meetings shall be governed by Robert’s Rules of Order.
ARTICLE XIII – EXECUTIVE BOARD MEETINGS
A. The Executive Board shall meet at the discretion of the President or by a call of the majority of the members of the Executive Board.
B. The attendance of 5 (five) or more Executive Board members shall constitute a quorum.
C. Advance notice shall be given to each member of the Executive Board.
ARTICLE XIV - AMENDMENTS
The By-laws of this Club may be amended by a 2/3 vote of all members in good standing present at any general membership meeting providing that all members in good standing have been notified of the proposed changes and of the meeting at least 7 (seven) days prior to the meeting.
Revised and adopted 2/21/04
Revised March 8, 2009
Adopted as written above April 28, 2009