CONSTITUTION AND BY-LAWS OF THE BEACHWOOD DEMOCRATIC WARD CLUB

 

ARTICLE I – ORGANIZATION

The name of this organization shall be the Beachwood Democratic Ward Club.

ARTICLE II – PURPOSE

The purpose of this Club is to spread knowledge of the principles and functions of the Democratic Party, to actively promote and encourage Democratic growth and influence in local, state, and national governments; to strive for intelligent, progressive, and patriotic leadership; to foster good fellowship; and to support those issues and candidates endorsed by the Club for public offices of local, state and national scope.

ARTICLE III – MEMBERSHIP

Section 3.1 – Regular Members

Any person who has an established residence in the City of Beachwood and whose voter registration is within the City of Beachwood, and is eligible for membership in the Cuyahoga County Democratic Party, shall be eligible for membership in this Club as a regular member.

Section 3.2 – Associate Members

In addition to admission to membership as a regular member, any person who would otherwise qualify for membership under the provisions of Section 3.1 and who has not established a residence in the City of Beachwood, shall be eligible for membership as an associate member provided, however, that associate members shall not be eligible for election as a Club officer or to vote on any matters coming before the Club.

Section 3.3 – Admission to Membership 

All requests for membership shall be made to an Officer of the club. All requests shall be accompanied by a written or electronic request that contains the type of membership (based upon the membership types as set in Sections 3.1 and 3.2 of the Bylaws), as well as the contact information of the potential member, including, but not limited to, name, telephone number, physical address, and email address. Once the request for membership has been reviewed by the Officer for fitness, it shall be reported to the Treasurer for inclusion in the Club roster. The Treasurer, upon recording the membership, shall notify the Secretary to notify the Club in writing. 

If membership funds for the first year dues are tendered at the time of request, the funds shall be transferred by the Officer to the Treasurer as soon as practicable. Upon receipt, the Treasurer shall record and provide a receipt to the member. If the request for membership does not include an immediate tender of the first year’s dues, the member shall provide tender within fourteen (14) days, or the membership shall be cancelled.

If any member of the Club challenges the request, which shall be made in writing to an Officer of the Club within 72 hours of notification, as ineligible or otherwise improper, the Membership Committee shall then report thereon to the Club, and such challenge shall be promptly resolved before membership is granted. If membership is rejected, tendered funds shall be refunded to the applicant.

Section 3.4 – lnitiation of Members

Upon admission, the member shall be required to make in writing the following affirmation: “I promise to conform to the Constitution and By-Laws of the Beachwood Democratic Ward Club; promise to maintain, advance, and propagate democratic principles; promote and encourage the best interests of the Democratic Party in all activities; and to support candidates for public office endorsed and supported by this Club.”  Notwithstanding the foregoing, the new member shall be ineligible to vote at Club endorsement meetings until thirty (30) days after the admission is recorded by the Treasurer.

Section 3.5 – Removal of Members

Any member may be suspended or expelled from this Club when found guilty of conduct unbecoming of a member, or when the member violates any of the provisions of the member’s pledge, by a majority vote of a quorum of the Club. The President or her designee shall notify the accused member of all charges or violations alleged, with adequate notice before the Club meeting where a recommendation by the Membership Committee is shared with the Club, and a vote will be conducted. Any member suspended will be reinstated after the term of suspension, and any member expelled must reapply for membership as set forth in Section 3.3.

Shall a member wish to resign from the Club, the member shall do so in writing to an Officer or the Membership Committee. Upon receipt of the resignation, the Treasurer shall acknowledge the resignation, remove the member from the roster, and notify the Secretary. 

Shall a member become no longer eligible for regular membership in the Club, they shall notify an Officer or the Membership Committee in writing of the reason they are ineligible. Reasons may include but are not limited to, no longer residing in Beachwood. Upon the receipt of the notification, the Membership Committee shall review whether the member otherwise meets the criteria of an Associate Member as listed in Section 3.2 of these Bylaws. Shall they meet these criteria, their membership shall be adjusted accordingly; otherwise, they shall be removed pursuant to the other provisions of this section.

Shall any admitted member be removed from the Club roster pursuant to this section during the period while they have actively paid dues, no refunds of club dues shall be issued.

Section 3.6 – Dues

There shall be an assessment of thirty dollars ($30) annual dues for membership in this organization, payable starting at the January Meeting. Should a member be unable to meet the financial obligations of membership, but would otherwise be an active member of the Club, the member shall notify an Officer or a member of the Membership Committee for a potential revision of annual dues. 

The Membership Committee and/or Treasurer shall regularly contact members that are delinquent in their dues to request that dues be paid in order to maintain membership. Members six (6) months delinquent in their dues shall be dropped from the roster and shall be required to reapply for membership as set forth in Section 3.3. A Club member dropped for non-payment of dues shall be ineligible to vote on Club endorsements for a period of thirty (30) days following any reinstatement. 

ARTICLE IV – OFFICERS

The officers of this organization shall be the Ward Leader, President, Vice President, Secretary, and Treasurer. In addition to the duties described herein, Club officers shall comply with all duties and obligations imposed by the Ohio and Cuyahoga County Democratic Party organizations upon officers of local Clubs.

Section 4.1 – Duties of the Officers

(a) Ward Leader

The Ward Leader is elected by the County Party. The Ward Leader appoints competent booth workers in consultation with Precinct Committee Members and in cooperation with the Board of Election, works with the coordinated slate of endorsed Democratic Candidates to organize literature distribution in their wards and assists in elections.

Every effort should be made to elect active and qualified candidates for every precinct in their jurisdiction. The Ward Leader should maintain a list of elected and appointed Executive Committee members in their jurisdictions, and coordinate their activities.

Other duties may be assigned by the Chairman of the County Party and/or the Ward Club.

(b) President

The President shall preside at all Club meetings, enforce observances of the Constitution and By-Laws of this Club, shall be an ex-officio member of all the committees specified in Article V, and be charged with all other duties pertaining to this office. The President shall also have the power to appoint committee members. No person shall serve more than three (3) consecutive one-year terms in this position. 

(c) Vice President

The Vice President shall perform all duties of the President whenever necessary and, in coordination with the Treasurer, shall maintain an accurate and current membership roster. The Vice President shall be responsible for planning speakers and meeting agendas and shall perform other tasks and duties as requested by the President. 

(d) Treasurer

The Treasurer shall have charge of all monies belonging to the Club and shall keep an accurate account of all monies received and disbursed. A financial report should be given at every meeting. The Treasurer shall collect Club dues and maintain records of all members in good standing, including a current membership roster, in coordination with the Vice President.

(e) Secretary

The Secretary shall keep accurate attendance records and minutes of all Club proceedings,, and perform other tasks and duties as requested by the President as may be connected with this office. The secretary shall issue all notices, mail Club newsletters, and advise the membership of correspondence received for the Club.

Section 4.2 – Qualifications for Candidacy to Office

Qualifications for candidacy to Club office as described in this article shall be in addition to being a registered Democrat, each candidate must be a regular member of the Club in good standing who has maintained such membership for a period of twelve (12) months immediately preceding nominations; has attended a minimum of (5) regular meetings during said twelve (12) months period. 

Section 4.3 – Nominations

All nominations for candidacy to elective office as described in this article shall be presented to the membership at the November meeting of each year.No member shall be nominated that has not agreed to serve.

Section 4.4 – Election to Office

Election to office shall be by the majority vote in favor of any one (1) candidate at the regular January meeting of this organization. Where two (2) or more qualified candidates submit their candidacy for any one (1) elective office, the election shall be made by secret ballot. But in all cases, the President shall appoint a (3) member committee to conduct the election and certify the results to the members.

Section 4.5 – Assumption of Duties and Organizational Meeting

Newly elected officers shall take their oath of office and assume their duties at the January meeting of each year. The January meeting shall serve as an Organizational meeting, in which, minimally, the following activities will occur:

• The election of officers shall take place, pursuant to Section 4.4
• Newly elected officers shall take their oath (or affirmation) of office and assume their duties
• Committee members are appointed
• Scheduled meeting dates for regular meeting are disseminated
• A detailed report of the club financial statement, as well as any planned disbursements or financial activities for the upcoming year are reviewed
• Members are notified that annual dues are to be collected in a timely manner
• Any other such business is conducted to ensure the normal and successful operation of the Club

Section 4.6 – Receipts and Disbursements

The Treasurer shall receive all money collected by other officers and shall issue a receipt therefor. The Treasurer shall pay out money only upon the order of the President and shall annually make a written report of all receipts and expenditures. All monies shall be deposited into a checking account at a local bank. All checks shall be signed by at least one (1) of the Officers of the Club.. 

ARTICLE V – COMMITTEES

Section 5.1 – Executive Board

The Executive Board, which shall be empowered to act on behalf of the Club between scheduled meetings, shall consist of the elected officers of the Club, the Ward Leader, and any additional sitting qualified member(s) appointed by the President. All actions of the Executive Board shall be presented to the Club at the next scheduled meeting, and shall be nullified and revoked if not ratified on such occasion.

Section 5.2 – Membership

The Membership Committee shall be chaired by the Vice President of the Club who shall appoint such other members as he/she deems necessary during the January Organizational Meeting. Its duties shall be (1) to investigate and approve all contested applicants for membership and report on such applicants when submitted to the Club for a vote; (2) appropriately recognize those members who may be ill, deceased, or hospitalized; and (3) to contact lapsed members to encourage continued membership in the Club.

Section 5.3 – Endorsement

The Endorsement Committee shall consist of all current and active former Officers of the Club, and any other members deemed necessary by the President, and shall be chaired by the President. The Endorsement Committee shall be formed during the January Organizational Meeting and membership submitted to the Club. Candidates for office or issues who shall seek endorsement will be notified of the members of the Endorsement Committee upon receipt of an application for Endorsement.

ARTICLE VI – INAUGURATION

The Officers shall be required to make the following affirmation:

I, [state your name], do solemnly swear or affirm to serve in the Office of [office]. I will uphold and act in accordance with the Constitution and By-laws of the Beachwood Democratic Ward Club, the Constitution and By­laws of the Cuyahoga County Democratic Party, and the Constitution and laws  of the United States, Ohio, and Beachwood. I will discharge these duties with honesty and integrity and to the best of my ability.

ARTICLE VII – VACANCIES

The Vice President shall succeed the President in the event of their vacancy during a term. The President shall fill any other vacancy in any other elective office, by appointment, at the next regular meeting at which a willing candidate is in attendance.

ARTICLE VIII – MEETINGS

Section 8.1- Regular Meetings

The Organization shall hold its regular meetings every month on a weeknight at 7:00 P.M. when possible, but may cancel a scheduled meeting in any particular month for lack of necessary business. The President will designate the location of said meetings, and coordinate the giving of adequate notice of said meetings with the Secretary. When a meeting cannot be held in person, it shall be the responsibility of the President to coordinate an online meeting, and the Secretary shall give adequate notice on how to access the meeting remotely.

It shall be the responsibility of the President to disseminate to Club membership during the Organizational meeting in January a list of all regular meetings, including dates, times, locations and/or virtual meeting details. Shall a meeting need to be rescheduled or cancelled, the Secretary shall notify Club members as soon as practicable.

Section 8.2 – Special Meetings

Special meetings may be called by the President as deemed necessary. When a special meeting is necessary, the Secretary shall notify all Club members at least twenty-four (24) hours in advance.

Section 8.3 – Quorum

Two (2) Club officers and ten (10) percent of Club members shall constitute a quorum for any regular or special meeting.

Section 8.4 – Endorsement Meetings

The Club President may call a special meeting of the Club to endorse Democratic candidate(s) in good standing, to endorse issue(s), or remain neutral regarding either. The President shall notify all candidates and Club members of the Club’s meeting date and the Club’s endorsement process, at least ten (10) days in advance. The notice shall clearly state which offices or issues are being considered for endorsement, and the eligibility requirements for voting on an endorsement. Those persons who wish to present themselves or issue for endorsement (or their duly-appointed representative) shall make a written application for endorsement. Applications for endorsement must be received by the Endorsement Committee no later than forty-eight (48) hours prior to the endorsement meeting.

At the endorsement meeting(s), each Democratic candidate, or representative of a candidate or issue, shall be permitted equal (but brief) time to promote his or her candidacy or issue. If a candidate or issue has been endorsed by the Cuyahoga County Democratic Party, the Ohio Democratic Party or the National Democratic Party, then the membership shall be informed of that endorsement, including a copy of their endorsement application, and those candidates or representatives shall be afforded the opportunity to speak first, if practicable. At the close of presentations, and if applicable, any recommendations of the Endorsement Committee shall be made known to the general Club membership.

The vote(s) on Club endorsement shall be conducted by paper ballot vote, with secrecy. A minimum of two Club Officers, other than the President, shall be responsible for counting the votes and reporting the results to the President. The Democratic candidate that receives the most eligible votes, and who receives at least 60% of the available votes, shall receive the endorsement of the Club. In case of a tie vote, the candidates that received the most votes and otherwise qualify for endorsement shall all share the endorsement of the Club. In case of a tie vote regarding an issue, the issue shall not receive the endorsement of the Club. 

If the first ballot for endorsement results in fewer endorsements than the number of offices/seats eligible open for election, additional ballots shall be conducted, after announcing the results of the previous ballot to all those present. Beginning with the third ballot, the candidate receiving the lowest number of votes shall be ineligible in each and every later round of balloting. Balloting will conclude after the round in which only one candidate remains eligible for the endorsement at issue, regardless of whether that candidate receives the endorsement.

Example 1: Six (6) candidates seek the Club’s endorsement in an election in which three (3) seats on City Council are open. In the first ballot, two candidates (Anna and Blair) receive sufficient votes to qualify for endorsement. Because one (1) seat remains without an endorsed candidate, a second ballot must be held. In the second ballot, a third candidate (Clara) receives sufficient votes for endorsement; this concludes the balloting as all three endorsements are allocated.

Example 2: Six (6) candidates seek the Club’s endorsement in an election in which three (3) seats on City Council are open. In the first ballot, only one (1) candidate (Anna) receives sufficient votes to qualify for endorsement. Because two (2) seats remain without endorsed candidates, a second ballot must be held. In the second ballot, a second candidate (Blair) receives sufficient votes to qualify for endorsement. Because one (1) seat remains without an endorsed candidate, a third ballot must be held. In the third ballot, the lowest vote-getter from the second ballot (Felicia) is now disqualified, leaving Clara, Darcy, and Elizabeth in contention for the remaining endorsement. None of them receives sufficient votes in the third ballot, so the lowest vote-getter (Elizabeth) is disqualified and a fourth ballot is conducted, with only Clara and Darcy in contention. In that fourth ballot, no candidate receives sufficient votes to qualify for endorsement, so the candidate with the fewest votes in that round (Darcy) is disqualified. In the fifth ballot, only one candidate (Clara) remains eligible; regardless of whether he or she receives sufficient votes to qualify for endorsement, no further ballots shall be held. 

Following all votes and counting of same, the President shall announce the results of the Club endorsement vote to those in attendance at the endorsement meeting, and thereafter take action to notify the general Club membership, the general public, and other interested persons.

Section 8.5: Endorsement Eligibility

The Club shall not endorse Democratic candidates who engage in the following conduct:

(1) If a resident of Beachwood, fails to maintain active membership (dues paid) in the Club for at least ninety (90) days prior to the endorsement meeting; or (2) Has registered as a member of another political party in the year prior to the endorsement meeting; or (3) Has voted a ballot for another political party in a partisan election in the two (2) years prior to the endorsement meeting.

Section 8.6: Support of Endorsed Candidates and Issues

Upon voting to endorse a candidate or an issue, the Club shall use its financial and non-financial resources to support the candidate or issue to the best of its ability. The Club shall responsibly use funds to provide advertising, fundraising, logistical support, or other such activities to ensure that the endorsement of the Club has a meaningful impact on the outcome of the election.

ARTICLE IX – AMENDMENT OF BYLAWS

Proposed amendments must be announced in detail at the regular meeting before they are voted on, and in any communications by the President giving notice of the meeting at which a vote is anticipated. These bylaws may be amended only by the vote of 55% of the quorum, at a regular Club meeting.

ARTICLE X – ORDER OF BUSINESS

The typical Regular Meeting Order of Business shall be as follows. The agenda shall be sent by the Secretary to the Club no later than twenty-four (24) hours prior to the meeting and may be adjusted from this format as needed, so long as the minimum requirements for quorum and protocol sent in these Bylaws are followed.

1. Call to Order – Pledge of Allegiance – Moment of Silence
2. Reading of Minutes; Discussion; Approval of minutes, as modified if necessary. 
3. Report of Treasurer
4. Report of President (should include all correspondence rec’d by the Club)
5. Report of Ward Leader
6. Committee Reports (if necessary)
7. Comments by City Officials
8. Comments by School Representatives 
9. Old Business
10. New Business
11. Adjournment