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Bylaws

BYLAWS OF THE
Wicomico Conservative Republican
Women

ARTICLE I ─ NAME

The name of this club shall be Wicomico Conservative Republican Women Club hereinafter referred to as “Club”. This Club is affiliated with the Maryland Federation of Republican Women (MFRW) and with the National Federation of Republican Women (NFRW).

ARTICLE II ─ OBJECTIVES

The Objectives of this Club shall be to:

  1. To promote Republican ideals in public policy
  2. To encourage Republican women to run for elected office
  3. To increase the effectiveness of women in the cause of good government.
  4. To inform the public through political education and activity.
  5. To provide its membership with opportunities to have fun in pursuit of these objectives
  6. To support the objectives and policies of the MFRW.
  7. To perform any lawful activity not inconsistent with the foregoing.

ARTICLE III ─ POLICIES

Section 1. ENDORSEMENT POLICY

The Club as a whole and any member of its Executive Committee shall not publicly endorse any candidate for public office in contested Republican primaries, runoff elections, and special elections, and/or non-partisan elections when more than one Republican is in the race.

Individual members of this organization may work for the candidate of their choice in contested Republican primaries, but not in the name of the Club or Federation.

An officer of the organization who is a candidate or whose spouse or family member is a candidate shall be exempt from this rule, however, they may not do so in the name of the organization or by utilizing the logo or stationery of the NFRW, the state federation, or the local club.

Section 2. SPLIT TICKET

Neither the Club nor an individual member shall advocate a split ticket, support an opposition party candidate or act against the MFRW or NFRW policies and bylaws.

Section 3. OTHER ORGANIZATIONS

The Club shall not affiliate with any political organization which is not officially recognized as working in concert with the MFRW, NFRW and the Republican National Committee.

ARTICLE IV ─ MEMBERSHIP

Section 1. PRIMARY MEMBERSHIP

  1. Any Republican woman who believes in the philosophy of the Republican Party and supports the objectives and policies of this organization shall be eligible for membership. Membership shall be extended to registered Republican women who are residents of the State of Maryland.
  2. A member in good standing shall be a member who has paid the required dues for the current calendar year. The dues amount for primary members will be stated in the Club’s standing rules and amended as required. Dues include membership in the MFRW and the NFRW.

Section 2. ASSOCIATE MEMBERSHIP

  1. Any woman who is a primary member of another Federated Women’s club who supports the objectives and policies of this club shall be eligible to become an associate member upon payment of required annual dues. The dues amount for associate members shall be stated in the Club’s standing rules and amended as required.
  2. Membership shall be extended to registered Republicans who are residents of the state of Maryland.
  3. Associate members cannot hold office, vote, or be counted in determining the number of delegates to NFRW or the MFRW meetings or conventions.
  4. Republican men are eligible for associate membership but cannot make motions, hold office, have a voice, vote, or be counted in determining the number of primary members.
  5. Associate dues remain with the club. Associate members are not reported to the State Federation or NFRW.

ARTICLE V ─ DUES

Section 1. FISCAL YEAR

The fiscal year shall be from January 1 through December 31.

Section 2. MEMBERSHIP DUES

Membership dues shall be payable no later than December 31 and shall be delinquent March 1. Dues collected in November and December may be applied to the following year’s membership. Any change in the annual dues shall be proposed by the WCRW Executive Committee and approved by a majority of a quorum of members voting at a general meeting.

Section 3. SERVICE CHARGES

Club shall pay MFRW dues and NFRW per capita dues, and the annual service charges on behalf of its members, with the first payment of the year to be made no later than December 31 of each year.

Section 4

A member, whose dues have not been paid by March 31, shall not be entitled to vote at any meeting of the Club and shall be dropped from the membership roll after a personal contact has been made by the membership chairwoman to determine if they wish to remain members.

Section 5

New memberships will be accepted throughout the year.

ARTICLE VI ─ ELECTED OFFICERS AND DUTIES

Section 1. ELECTED OFFICERS

The elected officers of this club shall be a President, a 1st Vice President and a 2nd Vice President, Secretary, and Treasurer. There shall also be a Corresponding Secretary and an Assistant Treasurer as membership allows. Officers shall be elected in November of odd calendar years.

Section 2. ELIGIBILITY

Each elected officer shall be a primary member in good standing of the club., have been a member for at least one year, participate in at least one committee and be a registered Republican in the state of Maryland at the time of the election.

Section 3. VACANCY

A vacancy in the office of President shall be filled by the First Vice President. All other vacancies in elected office shall be filled by election by the Executive Committee at the first meeting following the creation of the vacancy.

Section 4. REMOVAL FROM OFFICE OR MEMBERSHIP

Upon the failure of an officer to attend three general or Executive Committee meetings or cannot fulfill her duties during the calendar year, the Executive Committee has the option of replacing that officer. Should the officer in question choose not to resign, the office may be declared vacant at the next general meeting by a vote of the majority of the voting members present, provided written notice of the action to be taken is given in the call to the next meeting.

Section 5. DUTIES OF THE OFFICERS

A. The President shall:
  1. Call and preside over all meetings of the Club and the Executive Committee;
  2. Represent the organization at all times or designate someone as representative/proxy in her absence or inability to do so;
  3. Make Committee appointments as necessary to conduct the business of the club, except the Nominating Committee, subject to the approval of the Executive Committee;
  4. Prepare a program of action in consultation with the Chairmen of the Standing Committees for presentation and approval by the Executive Committee;
  5. Submit an annual budget for approval by the membership;
  6. Be an ex-officio member of all committees except the Financial Review and Nominating Committees;
  7. Sign checks as one of two authorized signatures, namely President and Treasurer;
  8. Represent the Club at all county and state federation meetings;
  9. Supervise the work of the club in general as its chief executive officer;
  10. Appoint the Financial Review Committee in November, with the exception of a change of treasurer at which time a complete review will be done;
  11. Relinquish her duties while running for a public elective office until she is no longer a candidate;
  12. Assign a member to establish and maintain a website for the group;
  13. Accept resignation by written letter or e-mail of any member wanting to resign from a position, chairmanship, or the Club and;
  14. Call meetings of the Executive Committee; or upon the request of three members of the Executive Committee.
B. The Vice President shall:

The First Vice-President and Second Vice-President shall:

  1. Perform the duties of the President in her absence, including serving on the Maryland Federation of Republican Women’s Board of Directors, respectively. The First Vice-President would fill in for the President and the 2nd Vice-President will fill in for the First Vice-President;
  2. In the event the President is running for public elected office, the First Vice-President shall assume the duties and responsibilities of Club President so long as the person is an active candidate. In the event the First Vice-President is running for public elected office, the Second Vice-President will fill in for the First Vice-President;
  3. Perform such other duties as are assigned by the President, the Executive Committee or the Club and;
  4. The First Vice President shall serve as Chairman of the Program Committee and the Second Vice President shall serve as Chairman of Fundraising.
C. The Secretary shall:
  1. Keep the minutes of all meetings of the Club and Executive Committee;
  2. Keep an up-to-date list of members, with all contact information;
  3. Send thank you notes and acknowledgements;
  4. Report a quorum to the President at the opening of the general meetings;
  5. Prepare and maintain a permanent record book of all Minutes, and other documents;
  6. Compile a Directory annually for distribution to all members of the Executive Committee;
  7. Perform such other duties as may be assigned by the President, the Executive Committee or the Club and;
  8. Shall be the custodian of all official Club Records. Club records shall be kept in perpetuity unless the club disbands, in which case the Executive Committee will send all records to be kept to MFRW.
D. The Treasurer shall:
  1. Serve as custodian of all Club funds and deposit them in a bank(s) approved by the Executive Committee; Collect and keep a record of all dues, reporting all membership information and dues to the MFRW;
  2. Maintain the regular club bank account for the purpose of paying routine expenses. Sign checks as one of two authorized signatures, namely President and Treasurer;
  3. Open and maintain any and all special bank accounts for specific activities or events as directed by the Executive Committee;
  4. Shall report the monthly activity of accounts to the Executive Committee and a regular intervals to the membership at general meetings;
  5. Send annual membership renewal forms to members and notify all delinquent members of their change in status;
  6. Produce the annual end of year report;
  7. Forward all membership information to the Secretary;
  8. Keep the membership statistics for MFRW;
  9. Have an online payment system set up for all club activities and dues;
  10. Disburse funds as directed by the Executive Committee or the membership
  11. Bring written financial report(s) to regular Club and Executive Committee meetings;
  12. Submit dues, annual service fees, and reports to MFRW as required;
  13. Submit the financial records to the Financial Review committee for an annual review to be completed by the first meeting of the fiscal year;
  14. Perform other duties as assigned by the President, the Executive Committee or the Club and;
  15. Comply with all state elections and reporting requirements.

Section 7. RECORDS

All officers and all committee chairmen shall deliver all records, files, and properties of the Club to their successors upon retiring from office, unless otherwise directed by the President or the Executive Committee.

ARTICLE VII ─ APPOINTED OFFICERS

Section 1. APPOINTED OFFICERS

The President shall appoint, with the approval of the Executive Committee, a Historian, a Corresponding Secretary, and a Parliamentarian.

Section 2. DUTIES OF APPOINTED OFFICERS

A. The Historian shall:
  1. Take pictures at all events and organize them for display.
  2. Keep records of events including attendance, purpose and goal (fundraising totals also as needed).
B. The Corresponding Secretary shall:
  1. Conduct the correspondence of the Club under the supervision of the President;
  2. Preserve in a permanent file all letters and papers of value to the Club and;
  3. Perform other duties as assigned by the President, the Executive Committee or the Club.
C. The Parliamentarian shall:
  1. Serve as counsel and give advice on parliamentary procedure;
  2. Be familiar with the bylaws and standing rules of the Club and;
  3. Be entitled to the membership privilege of a ballot vote if a Club member.

ARTICLE VIII ─ MEETINGS

Section 1. REGULAR MEETINGS

General meetings shall be held in the months of September through June. Club business shall be conducted at these meetings, except at the June and December meetings, when it is optional. A minimum of five (5) regular meetings shall be held during the Club year. These meetings shall be held as decided by the Executive Committee. A quorum at Club meetings shall be 25% of primary members. At least fourteen (14) days’ notice shall be given to all members for regular meetings. Meetings may be held virtually or in person.

Section 2. SPECIAL MEETINGS

Special meetings may be called by the President upon the request of five members of the Executive Committee or by 20% of the members of the Club. The purpose of the meetings shall be stated in the call, with no other business to be transacted at the meeting. At least a fourteen-day notice shall be given to all members for any special meeting. The purpose, time and place of the meeting shall be included in the notice of the meeting. Meetings may be held virtually or in person.

Section 3. ANNUAL MEETING

The December meeting will be designated as the Annual Meeting.

Section 4. VOTING

A vote of the Club or Executive Committee may be conducted by mail, telephone, fax, email, or other approved electronic means between meetings provided there is participation by a majority of the members of the body. The vote shall be ratified and entered into the minutes at the body’s next regular meeting.

Section 5. NOTICE

Notice for all meetings may be mailed, phoned or sent electronically.

ARTICLE IX ─ EXECUTIVE COMMITTEE

Section 1. COMPOSITION

The Executive Committee of this club shall consist of:

  1. The elected officers;
  2. The Immediate Past President;
  3. The Corresponding Secretary;
  4. The Standing Committee Chairs;
  5. The Parliamentarian and;
  6. The Special Committee Chairmen, each without vote.

Section 2. DUTIES

The Executive Committee shall have the power to:

  1. Transact necessary business between meetings of the Club;
  2. Approve appointment of all appointed officers and committee chairwomen;
  3. Create additional special committees as may be deemed necessary from time to time;
  4. Secure meeting places for the club and;
  5. Perform other duties as assigned by the Club.

Section 3. MEETINGS

The Executive Committee shall meet as decided by the President or the Executive Committee. Special meetings may be called by the President or upon the request of a majority of the Executive Committee. At least a fourteen (14) day notice shall be given for meetings. Notice may be mailed or sent electronically.

In the event a properly called meeting has to be canceled due to circumstances beyond the control of the WCRW then it shall be acceptable to hold said meeting by an approved electronic means with seven days’ notice being given to all the members of the executive committee. This section does not apply to a meeting required by these bylaws that has not already been called.

Section 4. QUORUM

A majority of the members of the Executive Committee shall constitute a quorum.

ARTICLE X ─ COMMITTEES

Section 1. STANDING COMMITTEES

  1. The standing committee chairwomen of this club shall be appointed by the President, and approved by the Executive Committee, to include: Legislative/Campaign Activities, Bylaws, Membership/Hospitality, and Fundraising/Scholarship.
  2. Officers may be appointed to chair standing committees, and no other standing committee chairwomen may be named without an amendment of these bylaws.
  3. Standing committee chairwomen shall be appointed for the same term as the President and shall be voting members of the Executive Committee.
  4. Duties of Standing Committees
    1. Legislative/Campaign Activities
      1. Shall implement legislative concerns important to the Club;
      2. Shall inform the Club and Executive Committee of any legislation affecting the interests of NFRW and MFRW and;
      3. Shall coordinate all activities of the Club’s campaign program and be responsible for the collection and reporting of campaign hours.
    2. Bylaws
      1. Conduct a biennial review of the Club bylaws;
      2. Request and receive proposed amendments to the bylaws, submit them to the Executive Committee for action, or initiate changes requested by the Club;
      3. General membership shall have final vote of amendments and;
      4. Furnish MFRW Bylaws Committee with a complete set of Club bylaws for review and approval. Any subsequent revision of bylaws shall be sent to the MFRW Bylaws Committee for approval.
    3. Membership/Hospitality
      1. Shall coordinate all membership renewal and new member efforts;
      2. Shall compile and maintain complete membership lists and;
      3. Shall ensure that all membership information is shared with the Treasurer and others as deemed necessary and is submitted to the state and national federations according to deadlines.
    4. Fundraising/Scholarship
      1. Shall prepare and implement a plan for raising funds in order to meet the Club’s budget and;
      2. Shall notify the treasurer of all fundraising committee meetings and may attend.

Section 2. SPECIAL COMMITTEES

  1. The President may appoint chairmen of special committees, subject to the approval of the Executive Committee, at any time as it may become necessary. Special Committee Chairmen do not have a vote on the Executive Committee.
    1. Special Committees should include: Americanism/Literacy, Budget and Finance, Caring for America, Chaplain, Newsletter/Publicity, and Voter Registration. Other Special Committees may be appointed as needed.
  2. Financial Review Committee. A committee of three primary members shall be appointed by the president in November of each year whose duty it shall be to review the treasurer’s accounts at the close of the fiscal year and shall report to the Executive Committee and to the membership at the first meeting of the following fiscal year.

Section 3. COMMITTEE MEMBERS

All committee members must be primary members in good standing in the Club.

Section 4. EX-OFFICIO MEMBERS

The President shall be an ex-officio member of all committees except the Nominating and Financial Review Committees. The President shall have final authority over all printed materials.

ARTICLE XI ─ NOMINATIONS AND ELECTIONS

Section 1. NOMINATIONS

  1. A Nominating Committee of 3 primary members, and one alternate, shall be elected by the Club no later than September of each election year. The Committee shall elect its own chairman. The Parliamentarian will instruct the Committee as to proper procedure and will be available for further counsel if required.
  2. The Nominating Committee shall report a slate of one candidate for each office at the general meeting in October of each year, at least 30 days prior to the election meeting. All nominees shall be primary members in good standing in the club and shall give written consent to serve, if elected. Members wishing to run for a particular office shall make their wishes known to the Nominating Committee. No candidate shall be nominated without her consent. Nominations from the floor shall be in order following the report of the Nominating Committee and just before the election.
  3. Nominating Committee members shall not succeed themselves.

Section 2. ELECTION OF OFFICERS

  1. Elections shall be by ballot at the regular meeting in November. However, if there is but one nominee for any office, the election for that office may be by voice vote;
  2. No officer may simultaneously run for more than one office.
  3. At the time of election, the Nominating Committee shall count the vote and make a report of the election results to the members prior to the conclusion of the meeting. Only members present and in good standing are eligible to vote. A majority of the eligible members present shall be sufficient to elect.
  4. Officers may run for a second consecutive term.
  5. Installation of officers shall take place at the December meeting.
  6. All officers and committee chairs shall deliver all records, files and properties to their respective successors at the end of their terms or by Jan. 1.

ARTICLE XII ─ STATE FEDERATION CONVENTION DELEGATES

Section 1. ANNUAL MEETING

At the MFRW annual convention, the club shall elect representation to the convention in the method set forth in the MFRW bylaws.

Section 2

Election of delegates and alternates shall take place at a general meeting before convention to conform to MFRW certification requirement.

ARTICLE XIII ─ PARLIAMENTARY AUTHORITY

Robert’s Rules of Order, Newly Revised, shall govern the club in all instances where they are applicable and in which they are not inconsistent with these bylaws, NFRW, MFRW bylaws, and any special rules of order.

ARTICLE XIV ─ AMENDMENTS

These bylaws may be amended by a two-thirds vote at any regular (general) meeting of the club, provided notice of the proposed amendment(s) shall have been sent to each member thirty days prior to the date of the general meeting.

Bylaws cannot be in conflict with MFRW or NFRW Bylaws.

ARTICLE XV ─ DISSOLUTION

This club may be dissolved by a two-thirds vote at any regular or special meeting of the club, provided that notice of the dissolution has been submitted in writing at least thirty (30) days prior and has been sent to all members of the club. In the event of dissolution, the Executive Committee shall, after payment of all liabilities of the club, distribute any remaining assets to the MFRW. No funds shall be distributed to any member or officer of the club. The right to use the name of a dissolved club shall revert to the MFRW.

Standing Procedures for the Club:

I. Insurance

The President, with the approval of the Executive Committee, shall be responsible for maintaining liability insurance to cover all Club-sponsored functions.

II. Guests

Potential members are welcome at all Club General Meetings three times without becoming a member. Other individuals are welcome to attend social events and luncheon programs.

III. Budget

The Budget and Finance Committee, together with the President, Treasurer and Assistant Treasurer, shall submit a yearly outlined budget to the Executive Committee in October for their approval. The general membership should receive a copy by email prior to the October Meeting, where it can be approved by those present.

IV. Membership list

Communications to the membership shall be kept to MFRW, NFRW and Club business. The membership list, as well as email list, shall be used by the President, who shall approve materials to be forwarded on behalf of WCRW. All email correspondence to the membership list shall be forwarded by blind copy.

WCRW shall not distribute its membership list to any other individual to protect its member’s privacy. Executive Committee members may use the membership list for individual contact information only. The President shall review and approve all broadcast emails to the General Membership.

V. Covered Expenses

a. President

President expenses shall be budgeted and supported (as funds allow) by receipts for: registration, room charges, and transportation expenses, deemed appropriate by the Executive Committee when representing the WCRW at MFRW and Regional Federation of Republican Women’s Meetings. Registration, room charges and travel expenses for herself at the bi-annual National Conventions and events supporting candidates after the Primary Election and the Lincoln Day Dinner shall also be supported. Other expenses: postage, printing, copying necessary to carry out her duties.

b. Other officers and committee member’s expenses

Expenses necessary in discharging their defined duties, covered by budgeted funds, and supported by itemized receipts (i.e. postage, printing, copying, greeting cards, etc.). All other expenditures involved with respect to officers or committee chairpersons discharging their official duties shall be presented to the Executive Committee for approval prior to payment.

c. Membership expenses

Members who wish to attend the MFRW Spring Meeting and/or Fall Convention may request reimbursement in the amount of the registration fee. Request for reimbursement can be made to the Treasurer after attending said meeting with proof of attendance (registration form plus receipt for payment). This shall be done on a first come basis and not to exceed the amount allocated in the budget. The Executive Committee has the power to increase the allocated budget figure if necessary and appropriate.

d. WCRW funds

WCRW funds shall not be used for donations to other clubs. WCRW funds are to be budgeted to support political actions, community involvement, and literature projects as per MFRW and NFRW guidelines.

These bylaws approved and adopted by Wicomico Conservative Republican Women on September 23, 2023.