By Laws

Article I: Qualifications for Participation in Party Actions

All legal and qualified voters in Prince William County, regardless of race, religion, color, national origin, or sex, under the laws of the Commonwealth of Virginia, who are qualified to vote in the next Republican primary, as defined by the State party plan, who are in accord with the principles of the Republican Party and who express in open meeting, if requested, their intent to support all of its nominees for public office in the ensuing election, are eligible to participate as member of the Prince William County Republican Party in its mass meeting, conventions, primaries, or party canvasses in their respective elections.

Article II: Definitions

 

As used herein, the following words and terms shall have the following meaning:
 
A. “Party” shall mean the Prince William County Republican Party;
 
B. “Party Plan” shall mean this plan of organization of the Prince William County Republican Party, which shall supersede all plan[s] of organization which have heretofore governed the Party in this jurisdiction, except the State Party Plan;
 
C. “State Party Plan” shall mean the Plan of Organization of the Republican Party of Virginia;
 
D. “County” shall mean Prince William County, Commonwealth of Virginia;
 
E. “Committee” shall mean the Prince William County Republican Committee;
 
F. “Chairman” shall mean the Chairman of the Prince William County Republican Committee;
 
G. “Vice Chairman” shall mean the Vice Chairman of the Prince William County Republican Committee;
 
H. “Secretary” shall mean the Secretary of the Prince William County Republican Committee;
 
I. “Treasurer” shall mean the Treasurer of the Prince William County Republican Committee;
 
J. “Magisterial District Chairman” shall mean the Chairman of the Republican Party in each respective Magisterial District in Prince William County;
 
K. “Precinct Members” shall mean Members of the Committee elected to seats on the Committee from the precincts in which they reside and in which their voting address lies;
 
L. “Members at Large” shall mean those persons elected as County-wide Members of the Committee. Members at Large shall be assigned to precinct seats in the precinct in which they reside and in which their voting address lies as they become available, with members designated in order of seniority;
 
M. “Finance Committee” and “Finance Chairman” shall mean, respectively, the subcommittee of the Prince William County Republican Committee known as the Finance Committee, and its Chairman, respectively;
 
N. “Qualifications” shall mean the qualifications for participation in Party actions, which are set forth in Article I of this Plan;
 
O. “Biennial District Convention” shall mean any convention held in congressional election years for the Congressional District[s] of which Prince William County is a part;
 
P. “Voting District” shall mean a geographical area totally within Prince William County in which an election is held;
 
Q. “Overlapping Voting District” shall mean a geographical area partially within Prince William County and partially within one or more other jurisdictions in which an election is held; and
 
R. “Voting Address” shall mean the address shown on the official voter registration rolls maintained by the Registrar of Voters of Prince William County.
 

Article III: The Prince William County Republican Committee

Section III.A: Membership

There shall be a permanent committee known as the Prince William County Republican Committee. The Committee shall consist of:

1. the Chairman;
2. the Precinct Members;
 
3. the Members at large; and
 
4. all publicly elected Republican officials currently serving in public office in Prince William County who are residents of Prince William County.

Subsection III.A.i: Requirements for Committee Membership

Membership in the Committee shall consist of all individuals elected to membership at the mass meeting, Party Canvass, convention, or primary called for the purpose of electing delegates to the Biennial District Convention[s], or subsequently, by majority vote of the existing membership who:

 
a. meet the qualification expressed in Article I of this Party plan;
 
b. express a desire to participate in the activities of the Committee; and
 
c. pay to the Treasurer of the Committee the required dues.

Subsection III.A.ii: Election, Term, and Representation of Committee Members

Election

The Chairman and all Members of the Committee shall be elected at and by the mass meeting, Party canvass, convention, or primary called for the purpose of electing delegates to the Biennial District Convention[s];

Term

The Chairman and Committee Members shall take office upon their election and upon the payment of their dues and shall hold office for a term of (2) years or until their successors are elected.
 
Precinct Members
 
Representation on the Committee shall be determined by the Committee on the basis of Party voting strength in the most recent Presidential election and the most recent Gubernatorial election, provided that each precinct shall be represented by at least one Member. The numerical apportionment of such representation shall be stated in the Call for the mass meeting, Party canvass, convention, or primary at which such Members will be elected. Priority will be given to precinct representation for each as outlined in the Call. In the event that application of the allocation formula results in a fractional remainder, that fraction shall be counted as a whole Member.
 
Members at Large
 
If for any reason a Precinct Member seat is vacant, a Member may be elected to fill such seat as a Member at Large.
 
Subsection III.A.iii: Vacancies in the Committee
 
Vacancies on the Committee shall be filled by majority vote of the Committee, and this purpose shall be included in the Call of the meeting at which such vacancies shall be filled.
 
Subsection III.A.iv: Removal

Any Member of the Committee, including the Chairman, may be removed from office by the vote of two-thirds (2/3) of the other Members of the Committee, after being furnished with notice that such removal will be sought, with the charges, in writing, signed by not less than one-third (1/3) of the Members of the Committee; and allowing thirty (30) days within which to appear and defend against the charges.
 
Subsection III.A.v: Suspension of Officers
 
In the event of serious misconduct, any officer of the Committee may be suspended by a vote of two-thirds of the members of the Executive Committee. Such suspension shall become effective immediately, and shall be effective for not more than thirty (30) days. Such suspension shall be ratified or vacated at the next regular or special meeting of the Committee. If ratified, the suspension shall become permanent, pending removal of said officer.
 
Subsection III.A.vi: Limitations Upon Succession
 
Elected officers of the Committee, including the Chairman, may not succeed themselves in office after having served two full terms in such office.
 
Section III.B. Authority and Responsibility

The Committee shall determine whether candidates for local and constitutional public offices shall be nominated by mass meeting, Party canvass, convention, or primary, and whether the  Chairman and Committee members shall be elected by mass meeting, Party canvass, convention, or primary. It shall call all regular and special mass meetings, Party canvasses, conventions, and make all arrangements therefore and, if a convention, determine the basis of representation. Authority to make such arrangements (other than a time and whether there shall be, and the requirements for, any prefiling) may, at the discretion of the Committee, be delegated to the Chairman. It shall cooperate with the State Central Committee, its District Committee, and the Legislative District Committees within its boundaries in conducting all elections and fund raising activities.
 

Section III.C. Individual Members

 
Section III.C.iGeneral
 
It shall be among the duties of each Member of the Committee to cooperate with the several officers of the Committee in the execution of their respective duties and to implement the  goals of the Party by direct participation in its programs and activities.
 
Section III.C.ii: Attendance at Meetings
 
It shall be the responsibility of each Member of the Committee to attend all meetings of the Committee and, to the best of their ability, be informed about all relevant Party matters.
 
Section III.C.iii: Financial Contributions 

Members of the Committee shall be responsible for the payment of dues the amount of which shall be set in accordance with the approved budget, but in no case shall it increase within a 2 year period. Payment of dues shall be made not later than the thirtieth (30th) day following election to the Committee, or the first regular meeting of the Committee, whichever is later. Members shall pay the full amount if enrolling at any time during the first 12 months after Biennial Election called in accordance with Subsection 2a, Article III, or half the full amount if enrolling during the last twelve months of the term. Said contributions are non refundable. Membership continues until the next Biennial Convention.
 
Section III.C.iv: Political Activities

Each Member of the Committee is expected to provide at least ten (10) hours of volunteer work in the furtherance of Republican Party activities during each calendar year. Such activities are exclusive of attendance at Committee meetings but include, though they are not limited to, assisting candidates for federal, state or local offices.
 
Section III.D. Meetings of the Committee
 
Subsection III.D.i: : Frequency
 
There shall be a meeting of the Committee called not less than once every calendar quarter.
 
Subsection III.D.ii: Call and Quorum
 
Meetings of the Committee shall be called by the Chairman by electronic mail or by written notice, sent first-class mail, postmarked not fewer than ten (10) days prior to the date of  the meeting, or on the call of one-third of the voting Members thereof, or on the call of a majority of the Executive Committee. Twenty percent (20%) of the Member of the Committee shall constitute a quorum.
 
Section III.D.iii: Public Meetings
 
All meetings of the Committee shall be held in a building appropriate for public use and shall be open to the public. There shall be no limit upon the recording of such meetings, except that upon the approval to two-thirds of the Members present, the Committee may declare an Executive Session and exclude the public from its deliberations.
 
Section III.D.iv: Parliamentary Order 

Meetings shall be conducted in accord with the provisions of Robert’s Rules of Order, Newly Revised, and by such other rules and procedures as the Committee may from time to time adopt. The Vice Chairman, or in the Vice Chairman’s absence, another officer designated by the Chairman, shall preside at meetings of the Committee in the Chairman’s absence.
 
Section III.D.v: Proxies
 
A Member of the Committee may be represented in official meetings of the Committee or subcommittees thereof by proxies, provided that: (a) no individual may cast more than one vote per ballot at any meeting; (b) the proxy holder meets the qualifications for membership in the Committee; (c) where membership on the Committee or subcommittee is contingent upon residence in a particular Voting District or organization, the proxy holder must be a member of the same Voting District or organization represented by the absent member of the committee and (d) the proxy reads substantially as follows and is signed by the maker thereof:
 
I, ___________________, of __________ Magisterial District, ___________ Precinct, do hereby appoint ____________ to vote as my proxy at the duly noticed meeting of the Prince  William County Republican Committee the ____ day of _________, 20__, or at any adjourned meeting thereof, and for me and in my name, place, and stead to vote upon any question  that properly may come before such meeting, with all the power I should possess if personally present, hereby revoking all previous proxies, this _____ day of ________, 20___.
 
Signed ________________________
 
Witness __________________________
 
Section III.D.vi: New Members
 
Vacancies on the Committee shall be filled by majority vote of the Committee as the last item of new business before adjournment at a regularly scheduled meeting and this purpose shall be included in the Call of the meeting at which such vacancies shall be filled.
 

Section III.E: Officers

 
Subsection III.E.i:  County Chairman
 
Election and Term
 
The Chairman shall be elected by a majority vote of the mass meeting, Party canvass, convention, or primary called for the purpose of selecting delegates to the Biennial District Convention[s] for a term of two (2) years, or until a successor is elected. The Chairman shall take office upon election.
 
Authority and Responsibility
 
The Chairman shall have general authority over and responsibility for the activities of the Prince William County Republican Party. Such authority shall include the power to delegate all duties not otherwise provided for in this Plan. The Chairman shall be responsible for the general execution and implementation of the programs and policies of the Committee.
 
The Chairman shall be the Chairman of the Prince William County Republican Committee. The Chairman shall preside over all Prince William County Republican Party mass meetings, Party canvasses or conventions until a temporary organization is effected. The Chairman shall represent the jurisdiction on the Congressional District Committee, the Legislative District Committee, and the State Senatorial District Committee in which the Chairman resides. In cases where the Chairman resides outside of any such District in which part of the jurisdiction lies, the Chairman shall appoint a Committee Member who resides in such District to represent the jurisdiction on the District Committee.
 
The Chairman shall convene the Committee when required, but in no event less than once each calendar quarter, and shall be responsible for sending written notice of Calls with the agenda for Committee meetings to all Committee Members thereof. The Chairman shall maintain accurate and current voter lists for use by the Committee and by the Republican nominees for jurisdiction public offices upon their request.
 
The Chairman shall be responsible for providing a prescribed time and place, which shall be supervised by the Chairman or the Chairman’s designee, for filing such declaration of candidacy and petitions as may be required by state law of a candidate in any primary election.
 
The Chairman shall appoint a Parliamentarian of the Committee to advise the Chairman upon questions of parliamentary order at all meetings of the Committee, the Executive Committee, and other such meetings as may be requested by the Chairman, who shall serve at the pleasure of the Chairman.
 
The Chairman shall have the power — in the absence of the duly-elected Secretary — to appoint a Secretary pro tempore to record and keep the minutes of all meetings of the Committee, the Executive Committee, and other such meetings as may be requested by the Chairman.
 
Subsection III.E.ii: Vice Chairman
Election and Term

The Committee shall elect a Vice Chairman from among its number by a majority vote of those Members present at the first Committee meeting following the Biennial District Convention[s]. The Vice Chairman shall take office upon election and shall hold office until a successor is elected at the first Committee meeting (or a meeting called for that purposes) following the Biennial District Convention[s].
 
Authority and Responsibility
 
The Vice Chairman shall preside at all meetings in the absence of the Chairman and shall serve as temporary Chairman in the absence of the Chairman. Should the office of Chairman become vacant, the Vice Chairman shall succeed to the office of Chairman immediately, subject to confirmation by simple majority vote of the Committee at the next meeting or at a special meeting called for that purpose. If the Vice Chairman is not confirmed by the Members of the Committee, the Vice Chairman shall call a special meeting of the Committee for the purpose of electing a new Chairman to fill the unexpired term. This purpose shall be stated in the Call of the meeting.
 
Subsection III.E.iii: Secretary and Treasurer
 
Election and Term
 
The Committee shall elect a Secretary and a Treasurer from among its number by a majority vote of those Members present at the first Committee meeting following the Biennial District Convention[s]. They shall take office upon election and shall hold office until their successors are elected at the first Committee meeting (or a meeting called for that purposes) following the Biennial District Convention[s].
 
Authority and Responsibility of the Secretary
 
The Secretary shall record and keep the minutes of all meetings of the Committee, the Executive Committee, and other such meetings as may be requested by the Chairman. The Secretary shall maintain approved minutes in such form as to be available for inspection with reasonable notice by any Member of the Committee. The Secretary shall maintain the roll of Committee Members and keep it current to reflect resignations, removals, and elections of new Members to fill vacancies. The Secretary shall provide copies of the minutes of all Committee meetings to all Executive Committee members prior to their submission for approval.
 
Authority and Responsibility of the Treasurer
 
The Treasurer shall be custodian of all funds of the Committee and is empowered, upon approval of the Executive Committee to open bank account[s] in the name of the Committee into which to make deposits and upon which to draw checks. The Treasurer shall be responsible for preparing and presenting written reports on the income and expenditures of funds in the treasury at all meetings of the Committee and Executive Committee. The Treasurer shall be responsible for the preparation of a budget for review by the Executive Committee and the approval of the Committee at its first meeting each calendar year. The Treasurer shall present the financial records of the Committee in March of each year for an audit by a committee of three (3) Members of the Committee appointed by the Chairman. The Treasurer is responsible for the prompt payment of all approved obligations. The Treasurer will ensure accurate and timely reports are submitted electronically to the Virginia State Board of Elections. The Treasurer shall abide by the Finance and Treasury Standard Operating Procedures, as approved and revised, as necessary, by the Executive Committee.
 
Subsection III.E.iv: The Magisterial District Chairmen
 
Election and Term
 
The Members residing in each Magisterial District present and meeting in caucus at the first Committee meeting following the Convention[s], or at a meeting called for that purpose, shall elect by majority vote a Magisterial District Chairman from among the Members residing in the Magisterial District. The Magisterial District Chairmen shall take office upon their election, and shall hold office until their successors are elected at the first Committee meeting (or a meeting called for that purpose) following the Biennial District Convention[s].
 
Authority and Responsibility of the Magisterial District Chairmen
 
The Magisterial District Chairmen shall be responsible for recruitment of Members and all party operations within the Magisterial District in which they are elected. The Magisterial District Chairmen shall be responsible for the general execution and implementation of the programs and policies of the Committee in the Magisterial District in which  they are elected. The Magisterial District Chairman shall work closely with all elected Republican officials to implement the policies of the Committee. The Magisterial District Chairmen shall recruit and supervise Precinct Captains. Each Magisterial District Chairman shall be a Member of the Operations Committee, or may appoint a Member of the Committee from the District to represent the District.
 
Subsection III.E.v: The Magisterial District Vice Chairmen
 
Election and Term
 
The Members residing in each Magisterial District present and meeting in caucus at the first Committee meeting following the Convention[s], or at a meeting called for that purpose, shall elect by majority vote a Magisterial District Vice Chairman from among the Members residing in the Magisterial District. The Magisterial District Vice Chairmen shall take office upon their election, and shall hold office until their successors are elected at the first Committee meeting (or a meeting called for that purpose) following the Biennial District Convention[s].
 
Authority and Responsibility of the Magisterial District Vice Chairmen
 
The Vice Chairmen of each Magisterial District shall perform all duties of the Magisterial District Chairmen in the absence of the Magisterial District Chairman, and shall aid the Magisterial District Chairmen in the performance of their duties. Should the office of Magisterial District Chairman become vacant, the Magisterial District Vice Chairman shall succeed to the office of Magisterial District Chairman immediately, subject to confirmation by simple majority vote of the Members residing in the Magisterial District present and meeting in caucus at the next Committee meeting or at a meeting called for that purpose. If the Magisterial District Vice Chairman is not confirmed by such vote, a new Magisterial District Chairman shall be selected immediately by majority vote from among the Members residing in the Magisterial District.
 
Subsection III.E.vi: Vacancies
 
In the event that there is a vacancy in the office of the Vice Chairman, Secretary, or Treasurer of the Committee, the vacancy shall be filled for the remainder of the term by majority vote at an election held in the next meeting of the Committee, and this purpose shall be stated in the Call of the meeting.
 
When there is a vacancy in these offices, the Chairman shall have the authority to make a temporary appointment to fulfill the duties of such office and to fill the vacancy until the required election occurs.
 
Section III.F. Permanent Subcommittees
 
Subsection III.F.i: The Executive Committee
 
There shall be a permanent subcommittee known as the Executive Committee.
 
The Executive Committee shall consist of the Chairman; the Vice Chairman; the Magisterial District Chairmen; the Secretary; the Treasurer; the immediate past Chairman; a representative of each Republican Women’s Club in Prince William County affiliated with the Virginia Federation of Republican Women; a representative of each Young Republican  Club in Prince William County affiliated with the Young Republican Federation of Virginia; the State Central Committee Members residing in Prince William County; a representative  of the Teen-Age Republican Clubs in Prince William County; and a representative of the College Republican Clubs in Prince William County. The Chairman shall have the authority to appoint up to five (5) additional members of the Executive Committee at the Chairman’s discretion and subject to approval of the Executive Committee and serve at the pleasure of the chairman. All voting members of the Executive Committee must be Members of the Committee.
 
Authority and Responsibility
 
The Executive Committee shall have the authority to implement the policy of the Committee, including the expenditure of funds in the treasury of the Committee.
 
Meetings — Call and Quorum
 
The Executive Committee shall meet at the Call of the Chairman or at the written and signed Call of five (5) members of the Executive Committee postmarked not less than seven (7) days prior thereto in either case. A waiver of these technical requirements of notice must be signed by at least three-fourths of the members of the Executive Committee if notice of the meeting does not conform to these requirements. A majority of the voting members shall constitute a quorum.
 
Subsection III.F.ii: The Finance Committee
 
There shall be a permanent subcommittee known as the Prince William County Republican Finance Committee.
 
The Finance Committee shall consist of the Finance Chairman, a Member of the Committee appointed by and serving at the pleasure of the Chairman; the Treasurer; the Chairman;  three (3) Members of the Committee, who shall be appointed by and serve at the pleasure of the Chairman. In addition, the Chairman may appoint up to five other Members to the  Finance Committee to serve at the pleasure of the Chairman.
 
Authority and Responsibility
 
The Finance Committee shall coordinate Committee fund-raising activities, solicit funds for transmittal to the Treasurer, and otherwise, cooperate with, strengthen and support the Party organization. The Finance Committee is charged with raising sufficient funds to finance the budget of approved by the Committee.
 
Meetings — Call and Quorum
 
The Finance Committee shall meet at the call of the Finance Chairman or the Chairman. A majority of voting members shall constitute a quorum. The Finance Chairman, or in the Finance Chairman’s absence, the Chairman, shall preside at meetings, and Robert’s Rules of Order, Newly Revised, shall prevail on questions of parliamentary procedure not otherwise covered in this Plan or the State Party Plan.
 
Funds
 
No Committee funds shall be contributed to any candidates competing for the Republican Party’s nomination for any public office or to any candidate competing for a party office.
 
Subsection III.F.iii: The Operations Committee
 
There shall be a permanent subcommittee known as the Operations Committee.
 
The Operations Committee shall consist of the Operations Committee Chairman, a Member of the Committee who shall be appointed by and serve at the pleasure of the Chairman,  and all Magisterial District Chairmen. An Operations Committee Vice Chairman shall be elected by the members of the Committee from among their number.
 
Authority and Responsibility
 
The Operations Committee shall be responsible for coordinating Party activities among and between the Magisterial Districts, including providing Precinct Captains with identifications, recruitment, and organization of Party workers as requested by the Chairman and carry out other tasks as assigned to it by the Executive Committee.

Meetings — Call and Quorum
 
The Operations Committee shall meet at the call of the Operations Committee Chairman or the Chairman. Three (3) or more members attending a properly-noticed meeting shall constitute a quorum. The Operations Committee Chairman, or in the Operations Committee Chairman’s absence, the Operations Committee Vice Chairman, shall preside at meetings. Robert’s Rules of Order, Newly Revised, shall prevail in questions of parliamentary procedure not otherwise covered in this Plan or the State Party Plan.
 
Subsection III.F.iv: The Membership Committee
 
There shall be a permanent subcommittee known as the Membership Committee.
 
The Membership Committee shall consist of the Membership Committee Chairman, a Member of the Committee who shall be appointed by and serve at the pleasure of the Chairman,  the Secretary of the Committee, and all Magisterial District Chairmen. A Membership Committee Vice Chairman shall be elected by the members of the Committee from  among their  number.
 
Authority and Responsibility
 
The Membership Committee shall be responsible for recruiting Members of the Committee, maintaining the membership records of the Committee, and aiding Magisterial District Chairmen in their efforts to recruit new Members, and carry out other tasks as assigned to it by the Executive Committee.
 
Meetings — Call and Quorum
 
The Membership Committee shall meet at the call of the Membership Committee Chairman or the Chairman. Three (3) or more members attending a properly-noticed meeting shall constitute a quorum. The Membership Committee Chairman, or in the Membership Committee Chairman’s absence, the Membership Committee Vice Chairman, shall preside at meetings. Robert’s Rules of Order, Newly Revised, shall prevail in questions of parliamentary procedure not otherwise covered in this Plan or the State Party Plan.
 
Subsection III.F.v: Other Subcommittees
 
The Chairman may establish such other subcommittees as the Chairman deems necessary and proper. Such subcommittees shall be temporary, and their authority shall be specifically limited. They shall dissolve automatically at the election or re-election of the Chairman. Appointees to such temporary subcommittees shall serve at the pleasure of the Chairman, and  operation of the same shall be governed by the same rules set for the Permanent Subcommittees, except that half or more of the members present at a meeting shall constitute a quorum  in all cases.
 

Article IV: Amendment

This Party Plan may be amended by a vote of two-thirds of the Members of the Committee present at a meeting called for such purpose. Amendments may be presented at any meeting of the Committee, so long as the intent to amend the Party Plan is stated in the Call of the meeting and the text of such amendments are presented with the Call, but an amendment may be adopted only at a Committee meeting subsequent to that at which it is first presented. A special meeting of the Committee is not necessary. Amendments to this Party Plan may be presented in any of the following three ways:

Section IV.A: Executive Committee

The Executive Committee may recommend amendment if two-thirds of the Executive Committee votes to recommend amendment to this Party Plan. Amendments proposed in this manner may be made at any duly-noticed meeting of the Committee, and the text of any such amendment shall be included in the Call of the meeting.
 

Section IV.B. Petition of Members, Notice By Chairman

Amendments may be presented to the Executive Committee by petition signed by not less than one-third of the Members of the Committee and presented to the Chairman. The Executive Committee shall consider the proposed amendment at its next meeting, and may pass a recommendation upon such amendment, but in any event shall present such proposed amendment at the next meeting of the Committee. The Chairman shall include the text of the proposed amendment in the Call of the meeting at which it is to be considered.
 

Section IV.C. Petition of Members, Notice By Mail

Amendments may be presented to the Committee if notice of the intent to propose amendment is signed by not less than one-third of the Members of the Committee and is presented to the  Members by first-class mail postmarked not less than thirty (30) days prior to the day of the meeting at which such amendment will be considered.

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