Bylaws

Bylaws of the Maine Federation of Young Republicans

Article I: Name

The name of this organization shall be the Maine Federation of Young Republicans (hereinafter referred to as the MFYR)

Article II: Objectives

The objectives of this organization shall be:

To promote ideas and values generally consistent with those outlined in the Platform of the Maine Republican Party and the Republican National Committee

To provide a forum for the discussion of topics of interest to Republicans

To provide a venue for social interaction and networking between members and other       individuals or groups deemed to have value to members

To provide education about relevant topics to members and others.

To assist members in reaching their individual goals within the political process.

Article III: Membership

Section A: Classification

  1. ACTIVE members shall be for those who have obtained the age of eighteen (18) but are not more than forty (40) years old, registered Republican, live within Maine, and are a member of a club in good standing.  No person shall be an Active member of more than one club.  Clubs may add additional requirements to obtain Active membership.
  2. MEMBERS-AT-LARGE shall be for those who are eligible to be an Active member except live outside the boundaries of existing clubs, but are in good standing with the MFYR.  Members-at-large are granted the same privileges of Active members, as noted in these Bylaws, except cannot be delegates to the State Convention.
  3. HONORARY LFE members shall be for those who upon the recommendation of two (2) delegates and two-thirds vote of a Convention, may be conferred upon any individual who shall have rendered notable service to the MFYR Honorary Life membership may be revoked upon recommendation of two (2) delegates and two-thirds (2/3) vote at a Convention.
  4. ASSOCIATE members may be defined at the discretion of individual clubs but are not recognized to have any privileges within the MFYR.

Section B: Good Standing

  1. Active members must be a member in good standing of a club in good standing.  Clubs define the process for which their Active members remain in good standing.
  2. Honorary Life members are always in good standing

Section C: Membership List.  The MFYR membership list is confidential.  No one shall provide the MFYR Membership list to anyone without two-thirds (2/3) vote from the Executive Committee or a Convention.  Submitting the MFYR membership list in the State Annual Survey to the Young Republican National Federation (hereinafter referred to as the YRNF) is excluded from this restriction.

Article IV: Clubs

Section A: Charter

  1. The MFYR may establish clubs in Maine of 10 or more Active members that form a permanent organization.
  2. Application for a club charter shall be sent to the Vice-Chairman representing the geographical area for that club, accompanied by:
  1. Assertion that the club agrees to be bound by the MFYR and YRNF governing documents
  2. A copy of their adopted governing documents that are consistent with the MFYR and YRNF governing documents;
  3. A singed document of at least ten Active members of the club that desire to be chartered;
  4. A list of names for all members and officers of the club including their full address, telephone numbers, date of birth, and e-mail address;
  5. Payment of charter fee, to be refunded if charter is denied;
  6. Shall have met as a club at least once to elect officers, adopt governing documents and must include minutes from that meeting.
  1. The words “Young “ and “Republican” shall be included in the title of all clubs
  2. The geographical boundaries of a club shall be at the discretion of the club.
  3. The State Board shall process any pending application for club charter at the next State Board meeting, and it is at the discretion of the State Board whether the application if accepted or denied.

Section B: Annual Report

  1. Chartered Clubs must submit their annual report between January 1st and February 1st of each year to remain in good standing and to avoid a late fee.  The annual report must include the following:
  1. A current list of names for all members and officers of the club including their full address, telephone address, date of birth, and e-mail address;
  2. A current copy of the club’s governing documents;
  3. Annual club dues;
  1. The State Board has until May 1 to review and approve all annual reports.  Issues that arise in a club’s annual report shall be addressed through the club’s Vice-Chairman.  Clubs will then have 30 days to correct their annual report.  Failure to correct the annual report will result in club charter being canceled.

Section C: Canceling Charter. Upon 2/3 vote of the club’s Active members, the club may send a formal letter to the MFYR stating the reasons for the club being officially disbanded.  Once a club has decided to do this action they may not use the phrase “Young Republican” or affiliate with the MFYR.

Article V: The State Board

Section A: Officers

  1. Elected officers shall be the Chairman, Vice-Chairman-at-Large, Senior National Committeeman/woman, Junior National Committeeman/woman, Secretary, and Treasurer.  All shall be voting members, and the order listed here shall be used to determine succession to the Chairmanship.
  1. If the National Committeeman and National Committeewoman have served equal amounts of time then the order of succession will be at the discretion of the Executive Committee.
  1. Appointed officers shall include Central Regional Vice-Chairman, Eastern Regional Vice-Chairman, Northern Regional Vice-Chairman, Southern Regional Vice-Chairman, Western Regional Vice-Chairman.  These officers shall be appointed by the Chairman with approval from Executive Committee.
  2. Each club may send up to five voting delegates.  Notification must be sent from Club Chairman or Club Secretary to State Secretary within 5 days of scheduled State Board Meeting.
  3. Committee Chairman shall be voting members.
  4. Others may be made honorary non-voting members as determined by the State Board.

Section B:  Authority.  The State Board shall have full authority and decision making power over the MFYR between Convention but may not reverse a decision made by a Convention except in the case of removing a member, officer or club.

Section C:  Elections

  1. Elections shall be held at the Convention bi-annually, except to fill vacancies as prescribed elsewhere in these Bylaws.
  2. Officers must be an Active member and must retain Active membership during the duration of their term.
  3. The Chairman and the Vice-Chairman must be from different clubs.
  4. No person may hold more than one (1) elected office at one time.

Section D: Vacancies. Following the resignation or removal of an elected officer, the Chairman may assign the duties of the office to an Active member until the next State Board meeting when the vacancy shall be filled by nomination and election.  If there is no State Board meeting schedule prior to a Convention then the Convention may fill the vacancy.  Notice of election to fill vacancy shall be sent in the official call for the meeting.  Vacancy of the Chairman shall be filled by the officer next in line of succession as prescribed elsewhere in these Bylaws until the next Convention, where it shall be filled by nomination and election of the delegates.

Section E: Term of Office. Elected officers hall take office upon the adjournment of the Convention or State Board meeting in which they were elected.

Section F: Duties

  1. The duties of the Chairman shall be:
  1. To preside at all State Board meetings and Conventions
  2. All other duties as prescribed by these Bylaws and Standing Rules.
  1. The duties of the Vice-Chairman shall be:
  1. To perform the duties of the Chairman in their absence.
  2. All other duties as prescribed by these Bylaws and Standing Rules
  1. The duties of the Secretary shall be:
  1. To record the minutes of all State Board meetings and Convention, which shall be submitted to the State Board no later then fourteen (14) days after that said meeting.
  2. To send the official call for all State Board meetings and Conventions.
  3. To send correspondences as directed by the Chairman, the State Board and Convention.
  4. To receive official correspondence and reports sent to the State Board or the MFYR and to route appropriately.
  1. The duties of the Treasurer shall be:
  1. To be custodian of all funds of the MFYR.
  2. To keep an accurate account of all receipts and disbursements
  3. To give a report of funds spent and received at all State Board meetings and Conventions.
  4. To collect all funds and deposit them in MFYR accounts setup at a financial institution that is Federal Insured.
  5. All other duties as prescribed by these Bylaws and Standing Rules.
  1. The duties of the National Commiteeman and National Committeewoman shall be:
  1. To work with the Chairman to carry out the objectives of the MFYR.
  2. To be ambassadors on behalf of the MFYR to other organizations in Maine and Nationally.
  3. All other duties as prescribed by these Bylaws and Standing Rules

Section G: Meetings

  1. Regular meetings shall be held at least quarterly with fourteen (14) days notice.
  2. Special meetings shall be held on call of one-third (1/3) members of the State Board with fourteen (14) days notice.  The purpose of the meeting shall be stated in the call and no other business shall be transacted at the meeting.
  3. At least one-third (1/3) of the voting members of the State Board must be present to constitute a quorum.

Section H: Records. Elected officers shall deliver all records, files, and properties of the MFYR to their successors within thirty (30) days upon retiring from office, resignation or removal.  Officers shall also present a written report to the Secretary following their oral report at each State Board meeting and Convention.

Article VI: Committees

Section A: Committees

  1. May be created as the State Board or Conventions so direct.
  2. Shall expire at each Convention unless continued by vote of the Convention
  3. Membership and leadership shall be decided by the body creating the committee
  4. Committees created by Conventions shall be governed by the State Board between Conventions.
  5. Chairman to committees shall present a written report to the Secretary following their oral report at State Board meetings and Conventions, and shall deliver all records, files, and properties of the MFYR to their successors or upon committee being dissolved to the State Board within thirty (30) days.

Article VII: Conventions

Section A: Time and Place. The Convention shall take place biannually between January 1st and February 1st, at a time and place determined by the State Board.  The official call for the Convention shall be sent to all members of the State Board at least thirty (30) days prior to the Convention.

Section B: Voting Privileges. Shall be granted only to delegates from clubs.

Section C: Delegates

  1. Clubs must be in good standing in order to send delegates to the Convention.
  2. Clubs are entitled to send delegates based on the following formula: 1 delegate for every ten members, plus one (1) bonus delegate for every elected officer to the State Board that is from the club.
  3. Clubs may send an alternate for each delegate.
  4. All current State Board members are automatic delegates.
  5. Delegates and alternates must meet the qualifications for Active membership.
  6. Clubs must send their list of delegates and alternates with name, address, phone and email address to the Secretary no later than fourteen (14) days prior to the Convention.  These lists shall be made available to those who declare their candidacy for elected office at least seven (7) days before the Convention.

Section D: Floor Privileges. The Convention shall be open to all members of the MFYR and to visitors, but only those eligible to vote shall have the privilege to offer motion and debate.  There shall be no proxy voting.

Section E: Committees. The Convention Committees shall include: Tellers, Credentials, Rulers, Resolutions, Registration, and Timekeeping.  The State Chairman may appoint committee Chairmen and duties of committees with approval of the MFYR at least thirty (30) days prior to the Convention.

Article VIII: Affiliations

Section A: Young Republican National Federation

  1. The MFYR shall affiliate and be chartered with the Young Republican National Federation, and shall encourage MFYR members to associate with the National organization.
  2. Delegates and alternates to the YRNF Convention shall be chosen via appointment by the State Chair, upon approval of the officers of the MFYR.
  3. The Chairman, Vice-Chairman, National Committeeman, National Committeewoman shall automatically be granted delegate slots, as will any elected officer of the YRNF that is an Active member in Maine.
  4. The Executive Committee shall fill any delegate and alternate vacancy(s) within thirty (30) days prior to the YRNF Convention.
  5. Delegates and alternates who have not made travel arrangements prior to thirty (30) days prior to the YRNF Convention may be replaced by the Executive Board.
  6. The delegation shall elect a delegation Chairman, and the delegation may institute unit rule on itself by a simple majority vote.

Article IX: Communications

Section A: Meetings. Executive Board and Committee meetings by telephone conference is allowed so long as all members have simultaneous aural communication.

Sections B: Notice. In all cases that are required for notice or receiving of reports, use of mail, facsimile transmission, e-mail or website that provides email notification may be used.

Section C: Urgent Business. In all cases when matters of urgency need to be voted on, use of mail, facsimile transmission, e-mail or website that provides email notification may be used.

Article X: Disciplinary Procedures

Any member may be expelled, any club’s charter may be revoked, and any officer may be removed by a two-thirds (2/3) vote of the State Board or a Convention.  Petition for, must be made by two (2) Active members with prior notice of no less than fourteen (14) days given to the member or club in questions.  Reinstatement may be with a majority vote of the Convention if enacted by the State Board.

Article XI: Bylaws

Section A: Amendable. These Bylaws may be amended at a Convention by a two-thirds (2/3) vote, provided that the amendment has been submitted in writing to the State Board at least thirty (30) days prior to the convention.  The State Board may submit amendments directly at the Convention.

Section B: Rules of Order.  Rules of Order may be adopted or amended by a majority vote of the State Board or Convention, provided that the Standing Rule or amendment has been submitted in writing to the State Board at least thirty (30) days prior to the meeting or Convention.  The State Board may submit Standing Rules or amendments directly to the Convention.

Section C: Parliamentary Authority. The rules contained in the current edition of the Robert’s Rules of Order Newly Revised shall govern the MFYR in all cases in which they are applicable and in which they are not inconsistent with the Constitution and/or Bylaws of the MFYR, the YRNF and any special rules of the order the MFYR may adopt.