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BYLAWS OF THE
COCONINO COUNTY COMMITTEE
REPUBLICAN PARTY OF ARIZONA (CCRC)
ARTICLE I – OBJECT
The objective of the Coconino County Committee of the Republican Party of Arizona, hereinafter referred to as CCRC (Coconino County Republican Committee) is to uphold the principles and policies as set forth in the Declaration of Independence, The U.S. Constitution, and the Republican Party Platform. We will promote the political education of all Republican Party workers and loyalty to the Republican Party Platform. We will also support the election of our party candidates who uphold the principles and policies as set forth in the Declaration of Independence, The U.S. Constitution, and the Republican Party Platform.
ARTICLE II: AUTHORITY
These Bylaws are created for the government of the CCRC, existing under and by virtue of the Section 16-821 through 16-828, Arizona Revised Statutes, 1956, as amended. These Bylaws, when not in conflict with state law, shall establish a working organization, and prescribe rules for the government, conduct of meetings and the business of the CCRC, its officers and committees.
ARTICLE III: PRECINCT ORGANIZATION
The working organization of the CCRC shall consist of a County Chairman, a Precinct Captain for each precinct, one or more Precinct Committeemen and area precinct workers working under the jurisdiction of the Precinct Committeemen.
Section 1: Precinct Committeemen and Workers
In each election precinct, there shall be one Precinct Committeeman plus one additional Precinct Committeeman for each 125 votes or major fraction thereof cast at the last preceding election as provided for in Section 16-821 A.R.S. Each of said Precinct Committeemen shall be in charge of a designated geographical area within his precinct and will be responsible for the appointment and supervision of precinct workers within
this precinct area.
a. Precinct Captain
Precinct Committeemen may elect one of their PCs to be Precinct Captain, to help organize and direct the PCs in their Precinct.
The duties of the Precinct Captain and Committeeman shall include but not be limited to:
1. Canvassing and campaigning in their precinct on behalf of all Republican candidates.
2. Arranging for organized registration campaigns and at all times offering assistance to
those who wish to register.
3. On election days, to organize and assist his workers within his area in turning out a
maximum Republican vote.
4. To hold block and neighborhood meetings with his area periodically to discuss campaign strategy and organization problems.
5. To attend all precinct and county committee meetings.
6. To help develop, maintain and support a permanent Republican precinct organization.
Section 2: Filling of Vacancies
In the event of a vacancy in the office of Precinct Committeeman, such vacancy may be filled by appointment by the
of Supervisors upon the
recommendation of the County Board County Chairman.
ARTICLE IV: DURATION AND METHOD OF AMENDMENT TO BYLAWS
These Bylaws shall become effective immediately upon acceptance and shall continue in force and effect for the government of the CCRC and its present and future membership, subject to amendment or termination, if amended or terminated in accordance with this Article.
Section 1: Method of Amending Bylaws
a. Proposed bylaws amendments may be submitted to the bylaws committee for review up to 15 days prior to any regular CCRC meeting or a Special meeting called for the specific purpose of amending the bylaws, by any PC, elected or appointed. (See duties of bylaw committee-Article IX A. Bylaws Committee Section 2). Bylaws amendments will not be considered at a Mandatory meeting or a Statutory Organizational meeting. It shall be accompanied by a written statement of the purpose to be achieved by making the amendment and a list of reasons in support thereof. The bylaws committee will review the proposed amendment(s) and submit for consideration at the next scheduled Precinct Committee meeting or Special Meeting appropriate for such consideration. The bylaws will also be provided to all Members with a copy of proposed amendments 15 days prior to the meeting for consideration. A quorum of Members, either in person or by proxy, is required to consider an amendment. Two-thirds vote of the members present, either in person or by proxy, in favor of the proposed amendment is necessary for the passage of any motion to amend.
The right to amend includes the right to repeal.
c. Procedure if no bylaws committee exists
All proposed amendments shall be submitted to the Executive Guidance Committee
ARTICLE V: MEETINGS
Section 1: Statutory Organization Meeting
See Glossary for Purpose and Timing of the Statutory Organizational meeting. The date, time and location of the meeting shall be designated by the County Chairman.
Section 2: Mandatory Meeting
See Glossary for Purpose and Timing of the Mandatory meeting. The date, time and location of the meeting shall be designated by the County Chairman.
Section 3: Agenda for Mandatory and Statutory Meetings (as applicable)
1. Call to order
3. The Pledge of Allegiance to the Flag of the United States of America
4. Welcome and Introductions
6. Credentials Committee Report
7. Rules Committee Report
8. Nominating Committee Report
9. Treasurer’s Report
10. Election of Officers
11. Report of Bylaws Committee
12. Report of Resolution Committee
13. Unfinished Business
14. New Business
Section 4-County Committee Meetings
a. County Meetings will be held on a regular schedule as established by the County Chairman in January of each year, but must be held no less than once a quarter. The agenda in Section 3, above can be revised by the County Chairman for County Committee meetings.
b. A regularly scheduled meeting can be cancelled by a majority vote of the County Committee only.
Section 5 –Rules for Special Meetings
In order to hold a special meeting, the following rules must be observed:
a. A written call issued by the regularly elected County Chairman, or a written call signed by twenty percent (20%) or more of the membership of the CCRC, provided that at least fifty percent (50%) of the Precincts represented are among the signers, or a written call signed by at least two thirds of the voting members of the Executive Committee
b. A written notice of the call containing the information herein will be sent via U.S. mail or electronic mail to every member of the CCRC by the Chairman, Secretary or designee at least ten days prior to the date of the meeting. CCRC Members providing an e-mail address or fax number to the CCRC shall constitute agreement to receive notices electronically. Electronic transmission of an official publication containing such notice shall be deemed to comply with this requirement provided it is transmitted in its entirety.
c. The call and notice must contain the time and place of the Special Meeting together with the specific subject(s) to be discussed.
d. Proper Proxy forms shall be included with the call.
e. No business other that that stated in the notice of the call shall be transacted at a special meeting.
f. Meeting will follow the rules of a regular meeting.
Section 6: Quorum
A quorum for the transaction of any business of the CCRC shall be twenty five percent of the members of the Committee, present in person or by proxy.
Section 7: Proxies
The following form of proxy shall be used at all meetings, and in the event that a member shall not be in possession of a printed form, he may copy and execute the same as if it were an official form issued by the CCRC.
COCONINO COUNTY REPUBLICAN COMMITTEE PROXY
KNOW ALL MEN BY THESE PRESENT,
That, I, the undersigned Precinct Committeeman from the _____________, Precinct, Coconino County, State of Arizona, do hereby constitute and appoint:
(Print) Name Address
a Registered Republican in the same precinct and, my Attorney in fact and Proxy to vote for me, in my name and stead, at the Republican County Committee Meeting to be held in Flagstaff, Arizona on _______________at the hour of ___AM, at___________________, for the transaction of any and all business that may properly come before or during the meeting, and I do hereby approve, ratify and confirm all of the acts of my named Proxy.
Witness my hand this ______ day of _________ 20___, at the hour of ________ o’clock ___M.
Signature Precinct Committeeman: _________________________________________________
Signature of Member of the Coconino County Republican Committee:
Signature of Witness:_____________________________________________________________
Signature of Witness:_____________________________________________________________
This instrument was attested to be the proxy of the Precinct Committeeman, who is its signator before me and was acknowledged before me this _______ day of __________________ 20___,
By________________________________________________________________ Notary Public.
My commission expires: _______________________________.
NOTE: The signature of the Precinct Committeeman MUST be witnessed by two signatures, OR attested by a Notary Public. Proxy carrier cannot witness signature of Precinct Committeeman.
Section 8: Manner of Voting
In balloting on any motion or election, the counting of votes shall be on an individual basis. Each member of the CCRC present in person or by proxy have the right to cast his individual vote. Voting shall be viva voce (voice) or a standing vote when a division is called for by a member, by written secret ballot, or by roll call. A roll call vote shall be taken on the demand of fifty per cent of such members present.
Section 9: Order of business
These bylaws take precedence over Robert’s Rules of Order Newly Revised being used for the conduct of meetings. For matters not addressed by these bylaws, Robert’s Rules of Order Newly Revised are to be the guide as long as they do not conflict with Arizona Constitution and Revised Statutes.
ARTICLE VI: OFFICERS
Section 1: Statutory Elective Officers and Term of Office.
There shall be a County Chairman, First Vice-Chairman, Second Vice-Chairman, and optional Third Vice Chairman, Secretary, and Treasurer elected for a two-year term at the Statutory Organizational Meeting. The two-year term begins and ends at the Statutory Organizational Meeting every second year.
Immediately upon taking office the Chairman of the CCRC shall notify the Arizona Secretary of State of the names of the Chairman and Treasurer. This duty shall not be delegated. The Chairman shall also appoint an Administrator for the Committee, preferably the Treasurer. The Administrator shall immediately notify the Arizona Secretary of State of any address changes of the Chairman, Treasurer or Administrator. The Administrator shall immediately notify the Secretary of State of any officer changes in the position of Chairman or Treasurer. All income and expense items shall be recorded by the Treasurer in the Committee's campaign finance report with the Arizona Secretary of State as they occur. The balance shown in the ongoing report shall be the same as the balance of the Committee's checking account.
The Treasurer or his designee shall report to the CCRC and Executive Guidance Committee (EGC) at every meeting, and present the books, at the expiration of his/her term of office, or other special circumstance defined by the CCRC, EGC, or Chairman for audit by a person or persons designated by the County Chairman. In addition, Treasurer will issue and retain copies of receipts for all “cash” received by the CCRC and will ensure that all donations have written notation as to what the donation was for. Treasurer will also create and present to EGC a standard hard copy revenue/expense record for the CCRC.
Section 2: Qualifications of Persons for Office
An officer shall at the same time of his or her election be an elected Precinct Committeeman. In the choice of persons for office, there shall not be discrimination because of sex, creed, color, or national origin.
Section 3: Method of Electing Officers
The Statutory Elective Officers of the County Committee shall be elected at any County Statutory Organizational Meeting.
Section 4: Election of Officers
Election shall be determined by the majority of votes cast by the members of the County Committee, present or by proxy, who have been approved by the Credential Committee.
Section 5: Removal of Officers
Any elective officer of the County Committee may be removed at any time by a vote to that affect by the membership of the County Committee, present or by proxy, at any meeting, provided that the total number of such votes cast constitutes a majority of the total membership of the County Committee. In addition to the above method for officer removal, any member of the Executive Guidance Committee who fails to perform the duties of that office or misses more than two (2) consecutive meetings may be replaced by the Chairman subject to the unanimous approval of the Executive Guidance Committee, excluding the member subject to removal. Where needed, the Chairman may appoint an elected PC to the vacant office until the next regular meeting when a replacement can be elected (see Section 6: Filling Vacancies).
Section 6: Filling Vacancies
In the case of any vacancy in the office of County Chairman through death, resignation, removal or other cause, the County Committee by affirmative vote of majority present, in person or by proxy, shall at a special meeting, called for that purpose, except when such vacancy occurs within a 60 day period prior to a Statutory or Mandatory meeting of the CCRC, elect a successor to hold office for the unexpired term of the office left vacant. When the vacancy occurs within a sixty-day period prior to a Statutory or Mandatory meeting of the CCRC, the vacancy created shall be filled by election at such Statutory or Mandatory meeting of the CCRC. In the case of a vacancy in any elective office of the CCRC, other than that of County Chairman, such vacancy shall be filled by a majority vote of the members present or proxies at a regularly scheduled meeting at which a quorum is present.
Section 7: Duties of Elective Officers
The County Chairman shall be the recognized leader of the Party in the County and shall coordinate the countywide activities of the Party. The Chairman shall preside at all meetings of the County Committee unless he shall designate a member to preside in his stead. The Chairman shall appoint all sub-committees and shall be an ex-officio member of all committees, shall represent the County Committee in an official capacity and shall have such usual powers of supervision and management as may pertain to the office of County Chairman or shall be assigned to him by the County Committee. The County Chairman shall be reimbursed for reasonable out of pocket expenses in the performance of his duties as Chairman as set forth in the annual budget. Any expense in excess of the amount budgeted shall be subject to the approval of the EGC.
b. First Vice-Chairman, Second Vice-Chairman, and Third Vice Chairman (optional)
The First Vice-Chairman, the Second Vice-Chairman, and the Third Vice Chairman shall perform duties as may be assigned by the County Chairman or by the Bylaws of the County Committee; and should the occasion arise, perform the duties of the next highest office. The Vice Chairman shall be reimbursed for reasonable out of pocket expenses in the performance of his duties as Chairman as set forth in the annual budget. Any expense in excess of the amount budgeted shall be subject to the approval of the EGC.
The duties of the Secretary shall be to keep minutes of all meetings of the County Committee, to transmit all calls for meetings, to ascertain, compile and transmit the agenda for the meeting, to keep roll of membership and to perform such other functions as may be incidental to the office, or may be assigned to him by the County Committee and relinquish them to his successor at the expiration of his tenure of office. The Secretary shall be reimbursed for reasonable out of pocket expenses in the performance of his duties as set forth in the annual budget. Any expense in excess of the amount budgeted shall be subject to the approval of the EGC.
The duties of the Treasurer shall be to receive all monies provided for the CCRC, to act as custodian of the funds received, and to disburse same only upon order of the Chairman, or in the Chairman’s absence, upon order of the Chairman’s designated agent. All checks are to be signed by the Treasurer or his/her appointed representative, and countersigned by the Chairman or his/her appointed representative, who shall not be the Treasurer’s representative.
e. Statutory filing requirements
The CCRC Chairman, Secretary, and Treasurer shall be jointly responsible to insure that all reports required under state law be filed in proper format and timely manner. The Chairman may delegate this responsibility to one of the Vice Chairman.
Section 7: Duties of Appointed Officers (Serve at the discretion of the County Chairman)
Appointed Officers are non-voting members unless they are also elected officers entitled to vote by virtue of the office held.
A. Chaplain-The duties shall be to invoke Divine guidance on the proceedings.
B. General Counsel-The duties of the General Counsel shall be to advise the Chairman and the committee on legal matters.
C. Finance Director-The duties of the Finance Director shall be to assist in preparing budgets and organizing fund raising events.
D. Sergeant at Arms-The duties of the Sergeant at Arms shall be to attend all county committee meeting and maintain order under the Chairman’s direction.
E. Parliamentarian-The duties of the parliamentarian is to advise the presiding officer and all county committee members on matters of parliamentary procedure.
Section 8: Budget
An annual budget will be prepared by a committee appointed by the County Chairman and submitted to the EGC for review and approval or denial. If a budget has not been approved, there shall be no reimbursement for any expenses. If no budget is approved, a line item may be approved by unanimous approval of the EGC.
Article VII-Executive Guidance Committee (EGC)
Section 1: Membership of the EGC
a. Voting Members
The voting members of the EGC shall be the five elected officers. In the event a member of the EGC holds more one office at the same time, that member shall by allowed only one vote on the EGC. Proxies are allowed in the event of the absence of a voting member.
b. Appointed Non-voting members
The Legal Council, Parliamentarian, Finance Director, Sergeant-At Arms and other appointed officers may only attend the EGC meetings in an advisory capacity. They may not vote.
c. Immediate Past Chairman
The Immediate Past Chairman may attend the meetings in a non-voting advisory capacity.
Section 2: Duties of the EGC
a. Act collectively as an advisory and guidance group to the CCRC Chairman.
b. Approve or disapprove the employment of an executive director or other compensated position.
Approve the salary of the employees of the CCRC.
c. Adopt a budget and consider for approval any subsequent provisions thereto.
d. Determine the types and amounts of bonds and insurance needed, and approve payment of same.
e. Perform such other duties as defined by these Bylaws or as directed by the CCRC.
f. Have the authority to adopt special rules of order or standing rules to govern its own proceedings, and,
g. Approve the minutes of the Statutory and Mandatory Meetings.
ARTICLE VIII: COMMITTEES
A. Bylaws Committee
Section 1: Composition
The bylaws committee shall be composed of a chairman appointed by the CCRC chairman, and up to five members of the County Committee.
Section 2: Duties
a. Review all amendments submitted by PCs and edit for form and composition.
b. Have the right to originate amendments
c. Consolidate similar amendments for joint proposal.
B. Credentials Committee
Section 1: Composition.
A Credentials Committee shall be appointed by the CCRC Chairman prior to all meeting requiring such a committee.
Section 2: Duties.
The duties of the Credentials Committee shall be to:
a. Determine the qualifications of those members present at the meeting, in person or by proxy, and
b. Be empowered to make such determination as they deem and necessary regarding
Section 3: Proxy Rules
a. All proxies shall be delivered to the designated member of the Credentials Committee.
b. In the event that more than one proxy is named by the same person, the proxy bearing the latest date and hour of signing will be honored by the Credential Committee, provided that the proxy is deemed valid and legal.
c. All proxies shall be delivered prior to the final closing of registration.
C. Nominating Committee
The bylaws do not provide for a Nomination Committee. See Article VII-election of officers
D. Resolutions Committee
Section 1: Composition
The CCRC Chairman will appoint a Chairman and up to three members of the CCRC to serve on the Resolutions Committee.
Section 2: Duties
a. Serve at each Statutory Organizational and Mandatory Meeting of the CCRC
b. Consider all proposed resolutions prior to any resolutions being submitted to the CCRC
c. Recommend acceptance, rejection, or modification with the originator’s concurrence, of any
Section 3: Proposing Resolutions
a. All resolutions to be considered by the Resolution Committee must be submitted by a member of the
CCRC 15 days in advance of the scheduled Statutory or Mandatory Meeting.
b. The Resolution Committee must send all submitted resolutions with its recommendation to duly
elected PCs within 5 days prior to the scheduled meeting.
c. Proposed resolutions shall be no more that 250 words long.
Section 4: Floor Resolutions
Any resolution may be brought to the floor if it is sponsored by at least twenty percent (20%) of the members in person or by proxy. Each such resolution, unless previously submitted to the resolutions committee and included with the call, must be submitted in sufficient copies for all committee members present in person.
E. Rules Committee
This committee is appointed by the CCRC Chair to draft rules of operating procedure especially for the CCRC meeting. Chairman of the Rules committee shall read the rules directly after the call to order at the start of each meeting where there will be election(s).
F. Special Committee
The CCRC Chairman may appoint such other committee as deemed necessary.
ARTICLE IX: NOMINATIONS
Section 1: Nominations of State committeemen
State Committeemen shall be chosen pursuant to the provisions of A.R.S. 16-825. It is the responsibility of the county Chairman to insure that the provisions are distributed to the PCs 10 days in advance of any election of state committeemen.
Section 2: Nomination for Other Elective Offices
Nominations for all elective offices other than that of State Committeemen, including the nomination of delegates and alternates to the National Convention, to be elected by the State Committee, shall be made by a committee appointed by the County Chairman.
Section 3: Nominations from the Floor
Additional nominations for all elective offices may be made from the floor at all meeting of the County Committee at which elections are held.
ARTICLE X: Endorsements
Section 1: Non Partisan Elections
At the discretion of the
County Chairman, the
may make endorsements in a non-partisan election. County Committee
Section 2: Partisan Primary Elections
The County Committee may make endorsements of candidates only after a primary election when there is more than one Republican candidate.
Member: A Precinct Committeeman, whether elected, deemed elected or appointed.
CCRC: Accepted abbreviation for the Coconino County Republican Committee
Mandatory Meeting: Meeting held by the CCRC prior to the State mandatory meeting (which is held in each even numbered year), to receive reports of officers and for the purpose of conducting such other business as may properly come before the meeting.
Statutory Organizational Meeting: Meeting to elect CCRC Officers and State Committeemen; will be held no earlier than 10 days following the primary election and no later than the second Saturday in January of the year following the general election. Note that only elected Precinct Committee members may vote for State Committeemen.
Regular CCRC Meeting – any meeting of the CCRC that is not a Statutory Organizational, Mandatory, or Special Meeting, as described under Article V: Meetings, section 4-County Committee Meetings
EGC: Accepted abbreviation for the Executive Guidance Committee, aka the Elective Officers of CCRC
Failure to Perform Duty: Willful or negligent failure to perform assigned duties or performing them in a culpably inefficient manner.
End of Glossary
BYLAWS APPROVED ON
JANUARY 10, 1997
AMENDED: June 1, 2012
AMENDED: March 15, 2014
AMENDED: July 19, 2014
AMENDED September 20, 2014