Bylaws

 Approved August 1, 2020 and Amended May 15, 2024

Article 1.  ORGANIZATION

Section 1.  Membership

The Graham County Democratic Party (GCDP hereafter) shall consist of all the elected and appointed Precinct Committee Persons (PCs) within the county.

Section 2.  Officers

A. Officers Enumerated

The committee shall elect officers from its membership in the following order: Chair, First Vice-Chair, Second Vice-Chair, Secretary, and Treasurer.  The latter two offices may be filled by the same person.

B. Duties of Officers

1. Chair

The Chair shall be the principal administrative executive officer of the GCDP and shall direct the affairs of the GCDP; shall preside over all meetings; exercise general supervision; ensure all applicable laws of the State of Arizona and these bylaws are satisfactorily executed; and perform other duties as may be necessary to carry out the programs and policies of GCDP.

The Chair or his/her designee will serve as the Public Relations and Publicity person and shall be responsible for news releases of activities and meetings of the GCDP.  The Chair shall also continually attempt to boost the image of the GCDP.

2. 1st Vice-Chair

The 1st Vice-Chair shall coordinate Get Out the Vote efforts and assist the Chair in candidate recruitment and expanding participation of local Democrats in the GCDP; shall be a State Committee member and attend all State Committee meetings when feasible; shall assist the Chair in the performance of the Chair’s duties; and shall in the absence of the Chair act in the Chair’s stead.

3. 2nd Vice-Chair

The 2nd Vice-Chair shall have primary responsibility of promoting the party’s policy and events through various forms of communication including social media; shall assist the Chair and 1st Vice-Chair in performance of the Chair’s duties; shall in the absence of the Chair and 1st Vice-Chair act in the Chair’s stead.

4. Secretary

The Secretary shall maintain records of all meetings/minutes, including attendance, of the GCDP and Executive Committee Meetings; provide written or electronic copies of minutes to GCDP members in a timely manner; shall direct the issuance and posting of all meetings; and shall be responsible for the determination of a quorum at all meetings.

Minutes shall be preserved for four (4) years.

5. Treasurer

The Treasurer shall serve as the custodian of all funds of the GCDP; maintain adequate records pertaining to the finances of the GCDP and file all required federal and state reports; be responsible for the financial affairs of the GCDP; serve as a member of any committee pertaining to finance or that receives or disburses funds; monthly, to the extent that funds are available and expenditures are authorized by law, pay those duly incurred outstanding bills; disburse funds in accordance with the direction of the Executive Board; attend treasurer’s training courses provided by the Arizona Secretary of State, the Democratic Party or other entities furnishing such training; report on financial matters at all regular meetings of the GCDP; and perform other duties as set forth in these bylaws.

C. Election of Officers, Term of Office, Removal of Officers, Vacancy

1.  Election

Officers shall be elected at the biennial organizational meeting (“Biennial Meeting”) which shall be held within the period designated by Arizona law. (ARS 16-823) Only PCs elected at the primary election immediately preceding the Biennial Meeting may nominate, vote, or be elected to an office at the Biennial Meeting.  Officers shall be elected by a secret ballot (unless the number of candidates does not exceed the number of seats available for a given office), and to be elected, must receive an affirmative vote of a majority of PCs present and voting.  In any election, if no candidate receives a majority, a run-off election shall be held.  The lowest vote-getter from the previous ballot shall be eliminated from each successive run-off until a winner is elected.

2. Term of Office

The term of office for all officers is two years.  The term shall begin immediately following the election at the Biennial Meeting or at any special election and shall end at the time any one of the following occurs:

a.  The officer resigned the position.

b.  The officer dies.

c.  The officer ceases to hold valid status as a PC.

d. The officer is removed from the office under the provisions of subparagraph 3, Removal from Office, below.

e. The two-year term of office ends at the next Biennial Meeting.

3. Removal from Office

Any officer may be removed from office upon a two-thirds (2/3) majority vote of PCs present and voting by secret ballot at a regularly scheduled meeting. Written notice of intent to remove an officer must be mailed via U.S. Postal Service to all PCs at least one week prior to the meeting at which the action is to be voted upon. If the PC has provided a valid e-mail address and has authorized the Chair to give notice to the PC by email instead of by U.S. mail, the Chair shall provide notice of the meeting by e-mail at least one week prior to the meeting at which the action is to be voted upon.

4. Vacancy & Replacement

A vacancy will exist in an office when one of the four events in subparagraph 2 above occurs.  The vacancy must be filled by a special election at a regularly scheduled meeting of the GCDP within ninety (90) days following the occurrence of the vacancy except for the treasurer which must be filled within 10 days and reported to the Secretary of State per 2 U.S.C. 432(a); 11 CFR 102.7(a)&(b).  All PCs (elected & appointed) may participate in this election. Written notice of the election to fill a vacancy shall be mailed via U.S. Postal Service or emailed, if the PC has provided a valid e-mail address and has authorized the Chair to give notice to the PC by email, to all members of the Committee at least 30 days prior to the election. Voting shall follow the same procedures as in subparagraph 1. Election above, except for the addition of appointed PCs as eligible voters. The term of office of a person elected to fill a vacancy shall be the unexpired term of the replaced officer.

End of Article I, Organization

Article 2.  Executive Committee

A. Membership

Membership of the Executive Committee shall consist of the elected or appointed officers of the GCDP (Chair, First Vice-Chair, Second Vice-Chair, Secretary, Treasurer).

B. Duties of the Executive Committee

The Executive Committee shall make recommendations to the full Committee about matters to be voted upon at meetings of the GCDP Committee.  The Executive Committee shall advise the Chair on the setting up of the agenda for future meetings. In emergency situations, the Executive Committee may take actions between regular meetings of the full GCDP Committee which would normally require action by the full GCDP Committee.  The full GCDP Committee may ratify or contravene any action of the Executive Committee at the next regular meeting of the full GCDP Committee following such action.  It shall be limited to determination of issues other than election of officers and bylaws amendments.

C. Executive Committee Meetings

Executive Committee Meetings may be called by the Chair as needed or if the Chair receives a written request from two (2) or more Executive Committee members.  Members may participate in-person or electronically.  Notice of a meeting shall be electronically (phone, text, email) or in person to members not less than five (5) days before the meeting.

Only the elected officers of the GCDP shall attend a meeting of the Executive Committee.  There shall be no proxy voting.

End of Article II, Executive Committee

Article 3.  MEETINGS

A. Organizational/Biennial Meeting

The GCDP Biennial Organizational Meeting shall meet for the purpose of organizing and conducting such business as may properly come before it; including election of officers, no earlier than ten days after the last organizing meeting of the legislative districts that are part of the county, and in any event no later than the second Saturday in January of the year following a general election.  

The incumbent Chair shall give notice of the time and place of the meeting by United States mail to each precinct committeeperson at least ten days before the date of the meeting.  If the precinct committeeperson has provided a valid e-mail address and has authorized the chairman to give notice to the precinct committeeperson by e-mail instead of by United States mail, the Chair shall provide notice of the meeting by e-mail at least ten days before the date of the meeting.

B. Regular Meetings

The GCDP shall have regular monthly meetings during election years and at least once bi-monthly (every two months) during non-election years at a time and place determined by the Committee. Meeting dates are set by the Chair with input from attending PCs at the first regular meeting following the biennial meeting. Any changes to the schedule determined at a regular meeting will be presented to and voted on by the Executive Committee. The GCDP Secretary shall notify all PCs of approved changes.

The GCDP Chair may call special meetings of the GCDP and designate the time and place of said meetings. The GCDP Secretary shall notify all PCs of special meetings five (5) days prior to the meeting.

C. Notice of Meetings

Written email notice of any meeting shall be sent at least one week (7 days) in advance of the scheduled meeting date.  The notice of regular meetings should include an agenda of items to be discussed.  However, the Committee may permit other business not on the written agenda to be dealt with, within the limits of these bylaws.  Notice of Special Meetings must include the matters to be discussed and only those matters shall be dealt with at that meeting.

D. Quorum and Proxies

The quorum at all GCDP meetings shall consist of a majority of the current active Executive Committee plus a total of three (3) active PCs of Graham County. Proxies are not to be used.

End of Article III, Meetings

Article 4:  Biennial Budget

A. The budget is to be drafted by the GCDP Executive Committee.  It shall be approved by a majority vote of the PCs attending a regular meeting of the GCDP subject to the presence of a quorum. The budget shall be in effect for the 24-month biennial period.

B. Any expenses more than the amount budgeted for any line item shall be subjected to the pre-approval of a majority vote of PCs in attendance at a regular GCDP meeting.

C. Disbursements

GCDP members and recognized volunteers may be reimbursed for reasonable out-of-pocket expenses in the performance of their duties. Requests for reimbursement shall include receipts for such expenditures. All reimbursements shall be included within the GCDP Treasurer’s Report at regular meetings of the GCDP.

Disbursements may be by check signed by the Chair and/or Treasurer or by use of a debit card issued by the financial institution at which the Committee funds are deposited. Disbursements not exceeding $200 shall be approved in advance by the Treasurer and Chair or First Vice Chair.  Disbursements over $200 shall be approved in advance by a majority vote of the Committee, but inclusion of a specific expenditure in a budget previously approved by the Committee shall constitute such approval. The Treasurer may be empowered by the Committee to make regular expenditures for continuing expenses without specific Committee approval of each disbursement.

End of Article IV, Biennial Budget

Article 5.  Other Committees/Appointments

A. Other committees may be established by the Chair as needed.  The determination of the personnel size will be the duty of the Chair.

B. An Equity Moderator will be appointed by the Chair.  The duties of the Equity Moderator shall be to assist with and direct the implementation of the GCDP Diversity, Equity, and Inclusion Program as outlined in Article X of the Arizona State Democratic Party bylaws and shall have other duties as assigned by the Chair.

End of Article V, Other Committees/Appointments

Article 6.  PRECINCT COMMITTEES

Section 1. Membership

A. GCDP Precinct Committees shall be composed of PCs, elected, or appointed from their election precincts of Graham County. Each election precinct is eligible for at least one (1)PC. The number of PC allotments is determined by the County Elections Department proportionate to the voter registration of that precinct.

B. Duties of PCs shall include, but not limited to, the following: active involvement in the GCDP and attend at least one (1) GCDP meeting every three (3) months; canvass and campaign only on behalf of Democratic candidates; be active in voter registration and assist in turning out the maximum number of Democratic voters; assist physically disabled voters to obtain absentee ballots and assist the absentee voting process; encourage financial assistance and support of the GCDP and commit to fundraising activities; support the Arizona Democratic Party; and protect and defend the Constitution and laws of the United States and State of Arizona.

C. Associate PCs (APCs)may be appointed by the County Chair when the number of allotted PCs positions in a precinct has been filled.  APCs shall be encouraged to attend and participate in GCDP meetings but shall have no vote in official GCDP business. The names will not be submitted to the Elections Department of the Board of Supervisors but will be kept in-house.

Section 2: Removal from Office

This Article governs the removal of a Precinct Committeeperson:

A. Precinct Committeeperson may be removed from office for cause.  Cause for removal includes the following:

(a)    Failure to fulfill the duties of the office under Arizona law or the GCDP bylaws.

(b)    Malfeasance.

(c)    Willful or corrupt misconduct in office.

(d)    Harassment, bullying, or other behavior inconsistent with the expectations outlined in the Arizona Democratic Party’s Code of Conduct found on the AZDEM.org webpage.

(e)    Public support of an opposition party candidate in a partisan election; or

(f)    Conviction of a felony.

B. Removal Procedure for Precinct Committeepersons

The procedures for removing a Precinct Committeeperson shall be as follows:

(a)    Notice to Precinct Committeeperson.  If it is recommended that a PC be removed from office due to an offense listed in Section 2, then no fewer than fourteen (14) days before the meeting when the recommendation for removal will be discussed and voted on, the GCDP Secretary must send written notice to the PC whose removal from office is being sought. The written notice must include: (1) all reasons for the recommendation for removal, including any supporting documentation,(2) the date, time, and location of the meeting where the matter will be discussed and voted on; and (3) a statement that the PC whose removal is being sought may respond in writing, will have an opportunity to respond at the meeting, and has the right to present documents or call witnesses to testify on their behalf at the meeting.

(b)    Meeting of the County Executive Board.  The GCDP Chair will preside over the meeting where the recommendation for removal is discussed and voted on and must ensure that the meeting is either recorded or transcribed verbatim. A representative of the GCDP Executive Board must present the reasons for potential removal and give the PC whose removal is sought a chance to respond. The PC must have the opportunity to present documents or call witnesses to testify on their behalf before any vote on a recommendation for removal.  After the PC and GCDP Executive Board representative are provided a reasonable opportunity to speak, the PC may be removed by a majority vote of the GCDP Executive Board.

(c)    Notice of Vacancy. If the GCDP Executive Board removes a PC, the GCDP Chair must promptly send a written notice and recommendation to the County Board of Supervisors under A.R.S. 16-821(B).

Section 3. Suspension Pending Removal

A PC shall be considered suspended from all official duties and activities of the GCDP pending the completion of removal proceedings under Section 2 of this Article if:

(a)    The PC was provided with the written notice required by Section 2(a) of this Article; and

(b)    The cause specified in the written notice required by Section 2(a) of this Article involves conduct that presents a risk of ongoing harm to the GCDP or any third person.

A suspension under this Section will terminate upon the earlier of the following:

(a)    The GCDP Executive Committee voting not to remove the PC under Section 2(c) of this Article; or

(b)    The Graham County Board of Supervisors determined that the PC’s office is vacant under A.R.S. 16-821(A).

Section 4. Resignation from Office

A Precinct Committeeperson may resign at any time by providing written notice of their resignation to the GCDP Chair.  In addition, a PC will be deemed to have automatically resigned their office if they (1) move out of the precinct from which they were elected or appointed or (2) change political parties. See A.R.S. 16-822(D).  If PC resigns under this Section, the GCDP must promptly send a written notice and recommendation to the Board of Supervisors under A.R.S.  16-81(B).

Section 5. PC Vacancies

Whenever a vacancy occurs in the office of PC, any Democratic elector may submit a written nomination to the GCDP Chair for that office.  After ratification by a majority of membership present at a regular GCDP meeting subject to the presence of a quorum, the name will be submitted by the GCDP Chair to the Board of Supervisors for their approval. No vacancy shall be filled during the period between the Primary Election and the GCDP Organizational meeting.

End of Article VI, Precinct Committees

Article 7. STATE COMMITTEE

Section 1. Membership

A. The GCDP State Committeepersons shall consist of the GCDP Chair plus (1) member of the GCDP Committee for every three (3) members of the GCDP Committee elected pursuant to statute.

B. State Committeepersons shall be elected at the Legislative District Committee Organizational Meetings. State Committee membership shall be proportioned to include the number of State Committeepersons allocated per Section 1(A) of this Article V. State Committee members shall be elected by and from the elected precinct committee members from their respective counties.

Nominations for election to the State Committee shall be allowed from the floor. No slate identification shall be allowed on any ballots or balloting at these elections. Only precinct committeepersons elected at the preceding primary election shall be eligible to vote in elections of State Committeepersons or to be elected as State Committeepersons at a GCDP Committee Organizational Meeting or Legislative District Committee Organizational Meeting.

If, following a GCDP Committee Organizational Meeting, there are fewer Precinct Committeepersons elected to the State Committee than the number of slots to which Graham County is entitled pursuant to Section (A) of this Article V, the GCDP Chair may recommend duly appointed Precinct Committeeperson(s) to the State Chair to fill the vacant State Committeeperson slot(s) for Graham County.  Any such appointed State Committeeperson shall be entitled to all the duties and responsibilities of elected State Committeepersons except the right to vote at the State Committee Organizational Meeting.

C. Vacancies will be filled within (15) days of the occurrence.  It will be filled by a PC (appointed or elected) who resides in Graham County.  The appointment will be made by the State Chair with the advice and consent of the GCDP Chair and of the Legislative District Chair in which the vacancy occurred.

End of Article VII, State Committee

ARTICLE 8. PARLIAMENTARY AUTHORITY

The Parliamentary Authority is to be the most recent revision of Roberts Rules of Order Newly Revised.

End of Article IIX, Parliamentary Authority

ARTICLE 9.  ADOPTION & AMENDMENT

Section 1.   Adoption

A majority of voting members, present and voting at a meeting of the GCDP membership shall be required for adoption of these Bylaws.  The Bylaws shall go into effect immediately upon adoption and shall continue in force for present and future membership of the GCDP subject to amendment.

Section 2.  Amendment

These Bylaws may be amended by a vote of not less than two-thirds (2/3) of the voting members of the GCDP membership present and voting at any regular or special meetings of the GCDP.  The full text of any proposed amendment shall be provided to all members of the GCDP with notice of the meeting at which the proposed amendment(s) are to be discussed.  Voting on the amendment shall take place at the next meeting following the meeting at which the discussion occurs.

End of Article IX, Adoption & Amendment

ARTICLE 10.  DEFINITIONS AND NOTIFICATIONS

1. Elected Precinct Committeeperson: A person deemed elected by the Graham County Board of Supervisors following the biennial primary election.

2. Appointed Precinct Committeeperson: A person appointed by the Graham County Board of Supervisors.

3. Precinct Committeeperson (PC): A PC, elected or appointed, shall have the same membership rights and privileges following the conclusion of the election of officers at the Biennial Organization Meeting.

4. Associate Precinct Committeeperson (APC): A participating Democrat appointed by the Chair when a precinct has met its allotment of Elected and Appointed PCs.

5. GCDP:  The term “GCDP” means Graham County Democratic Party.

End of Article X, Definitions and Notificatons