Ward 12 Bylaws

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Preamble

We, the Democratic Ward Committee of Ward 12, in common purpose with the principles stated within the National and State Democratic Party charters, are united in seeking individual and political freedoms and social and economic justice for our communities.

We affirm that we can best attain these goals through a strong, cohesive Party and Ward Committee — honest, open and accessible to all.

The Democratic Party and this Ward Committee demand responsibility and accountability from the Ward Committee members, the candidates and officials using its name. It shall be a democratic Ward Committee with which all social, economic, ethnic and geographic groups can gather to clarify issues, affect public policies and implement systems of equal opportunity regardless of race, national origin, creed, gender, age or sexual orientation.

Mission Statement

The Historic Roxbury Ward 12 Democratic Committee’s mission is to improve the quality of life for residents of our community by helping to create an informed, engaged, and active constituency that uses the democratic process to affect positive change. To accomplish our goal, Ward 12 educates residents about the electoral process and how it connects to everyday issues in our community; vets candidates for elected office and holds them accountable to the Democratic Party and the constituents of Ward 12; works to increase voter participation in all elections; promotes legislation that increases access to voting; and sends delegates to the Massachusetts Democratic Convention to represent our community at the state level.

Article One: Definitions

In addition to the definitions in the State Party Charter, the following definitions apply to terms used throughout these By-Laws:

AGENDA: The order of business for Ward Committee meetings.

ASSOCIATE MEMBER: An individual appointed by a majority vote of the Ward Committee voting members.

CAUCUS: A gathering of enrolled Democrats called by the Ward Committee.

COMMITTEE: When capitalized means the Ward Committee of voting members.

DEMOGRAPHICS: Includes factors such as age, disability, ethnicity, income, race, gender and sexual orientation.

ENDORSEMENT: Ward Committee approval of a candidate for election or adoption of a ballot initiative.

EMERITUS MEMBERSHIP: A currently elected member who has served five elected terms and is not required to run for reelection and may continue to serve on the Committee as a voting member.

FORUM: A meeting for the public designed to present candidates competing for Ward 12 votes to a public office or a topic of interest in Ward 12.

MEETING: A gathering of members and associate members of the Ward Committee or its standing and ad hoc committees.

Article Two: Membership

A) Type

  1. The Committee shall consist of members elected at the Presidential Primaries for a period of four years in accordance with the current Secretary of State Elections Division Ward Committee elections procedures.
  2. Current elected members who have served five elected terms are not required to run for reelection after 20 years and may continue to serve on the Committee as a voting member. In such cases their positions are not included in the number of elected members permitted by the Secretary of State.
  3. The Committee may also appoint Associate Members in accordance with Article 3 of these bylaws.

B) Responsibilities

  1. All members are responsible for participating in the Committee’s monthly meetings.
  2. All members are responsible for participating in at least one standing and/or ad hoc committee established to fulfill Committee obligations or implement Committee activities.
  3. All members are responsible for complying with the State Democratic Party Charter and Bylaws.

Article Three: Associate Membership

A) Registered Democrats who are residents of Ward 12 may be appointed an “associate member” by the elected members of the Committee when they have demonstrated their commitment to the Committee work by:

  1. attending at least three monthly Committee meetings within a 6 month period;
  2. requesting an appointment as an associate member; and
  3. an elected and current Committee member recommends the associate member candidate to be an associate member, the associate member candidate will be appointed an associate member by a majority vote of the elected Committee members present and voting.

C) Associate members have the same responsibilities and privileges as elected Committee members with the following exceptions:

  1. associate members are not eligible for Committee Officer positions;
  2. associate members may not vote on Committee matters; and
  3. associate members must reapply for membership at the biennial Committee organizational meeting.

D) Associate members are subject to the conditions outlined under ‘Article Two – Membership’ B) Responsibilities and all other by-laws herein.

Article Four: Removal

Members and associate members of the Ward Committee pledge themselves to participate fully in the business of the Ward Committee.

A) Any elected or associate member shall automatically lose membership by:

  1. ending enrollment in the Democratic Party, or
  2. moving from Ward 12.

B) Any elected or associate member shall, by two-thirds vote of members present and voting, lose membership for:

  1. Publicly endorsing or supporting any candidate opposing the Democratic party nominee as outlined in the State Democratic Charter,
  2. Unauthorized use of Ward 12, State or National Democratic Party name or resources,
  3. In an effort to be as inclusive of members of our Ward 12 community as possible, individuals convicted of a crime are not subject to automatic removal of Committee membership. Conduct that raises questions of moral turpitude and character may place a member’s membership at issue and be just cause for ward committee and possible removal. In the event that a committee member is removed pursuant to this provision, a hearing can be requested by the committee member where s/he/they can provide good reason to preserve committee membership, and committee membership may be preserved by a majority vote of the elected Committee members present and voting.

C) Any elected or associate member who does not attend at least half of the scheduled monthly meetings during any twelve month period may be removed by a two-thirds vote of members present and voting unless a member:

  1. requests a leave of absence of up to six months,
  2. requests reassignment to an associate member,
  3. resigns, or
  4. notifies a Chair as soon as possible of any event that may cause or has caused a prolonged absence.

D) The Executive Committee is responsible for:

  1. receiving allegations of actions warranting a member’s removal,
  2. making a determination that the allegations do or do not warrant Ward Committee review,
  3. if the determination warrants Ward Committee review, giving the member under review:
    • (a) a written copy of the results of its determination,
    • (b) a description of the ward Committee and State Committee processes, and
    • (c) an opportunity to resign before a Ward Committee review of the Executive Committee determination is announced. (Note: If the member resigns, the Secretary advises the appropriate State Democratic Committee and Secretary of State offices.)

E) If the member decides not to resign, the Ward Committee Co-Chairs are responsible for:

  1. scheduling a review of the Executive Committee determination at the Ward Committee’s next monthly meeting provided a summary of the Executive Committee findings have been sent at least 7 calendar days prior to the monthly meeting,
  2. sending the member under review a written notice and summary of findings for the Ward Committee meeting at which the Executive Committee’s determination will be reviewed via return receipt mail at least 7 calendar days prior to the monthly meeting,
  3. reviewing the Executive Committee findings with the Ward Committee to open the review,
  4. conducting the review, including providing time for the member under review to be given an opportunity to respond to the findings and the Ward Committee questions,
  5. calling for the Ward Committee’s vote,
  6. advising the member who has been removed by a two-thirds vote of the Committee members present and voting of his/her right to appeal to the Judicial Council of the State Democratic Party and that such appeal must be made within 30 calendar days of the Committee’s vote to remove. Associate memberships shall expire at the first organizational meeting of a newly elected ward committee, following each presidential primary. However, past associate members in good standing may be re-appointed by the new Ward Committee by a majority vote, without the three month trial period required of first-time associate members.

Article Five: Officers

The Committee shall elect two Co-Chairs (not of the same sex), a Treasurer, a Secretary, an Affirmative Action and Outreach Officer, and other appropriate officers as the Committee may see fitOfficers shall be elected every two years at an organizational meeting which shall be held no later than April 15th.

A) Co-Chairs

The Co-Chairs are responsible for serving as Presiding Officers to facilitate the Committee’s work including, but not limited to:

  1. chairing the regular, special and Executive Committee meetings;
  2. organizing and chairing the annual Caucus to elect delegates to the State Democratic Party Convention;
  3. organizing and coordinating the Committee’s work to ensure that all agreements, orders, resolutions and policies of the Ward Committee are carried into effect.
  4. serving as the Committee’s liaison(s) with the State Democratic Party;
  5. serving as the Committee’s spokesperson(s) to the public and media;
  6. serving as ex officio member(s) of all standing and ad hoc committees; and
  7. performing other duties authorized or assigned by the Committee.

B) Treasurer

  1. The Treasurer must meet the qualifications required by the Secretary of State and State Democratic Party.
  2. The Treasurer is responsible for the care and custody of all Ward 12 funds including, but not limited to:
    • (a) receiving and giving receipts for all Committee funds;
    • (b) safekeeping such funds;
    • (c) disbursing such funds for Committee activities in accordance with specific Committee policies;
    • (d) maintaining accurate, current records of funds and filing reports as required by State law;
    • (e) providing the Committee an accurate monthly report of received, secured and disbursed funds.

C) Secretary

The Secretary is responsible for:

  1. drafting agendas, and capturing minutes of the proceedings of the Committee’s monthly meetings for member review, comment and acceptance;
  2. taking accurate attendance records at each meeting,
  3. providing the Committee with a quarterly report of member attendance for the past 12 months;
  4. providing the Secretary of State, the State Democratic Party, and the Boston Election Department with required information re: the Committee;
  5. maintaining files of the Committee’s official records; and
  6. giving members at least 7 calendar days notice of any special meeting called that details the special meeting’s purpose, date site and agenda.

D) Affirmative Action and Outreach Officer

The Officer is responsible for:

  1. developing and implementing a yearly plan of affirmative action and outreach activities;
  2. organizing actions to involve underrepresented segments of the Ward 12 community and to promote interest in Committee membership;
  3. reporting annually on the affirmative action and outreach issues, efforts and results.

Article Six: Committees

The Committees of the Ward Committee: All Standing Committees

1. Responsibilities

a. To develop an annual plan of action and, when applicable, a budget for Ward Committee approval.
b. To implement the approved plan and budget with Ward Committee policies and procedures.
c. To provide the Ward Committee with periodic reports of activities.
d. To provide the Ward Committee with annual report of accomplishments, including recommendations for future activities, improvements, etc.

2. Name and Function

a. Affirmative Action/Outreach
i. To conduct voter registration drives at area community events.
ii. To recruit Ward 12 Democrats for Committee membership to ensure that its membership reflects the demographic and geography of Ward 12.

b. Bylaws
i. To review and recommend action on proposed amendments to the bylaws.
ii. To conduct a full review of bylaws every 5 years.

c. Executive Committee
i. To facilitate the accomplishment of the work authorized by the Ward Committee.
ii. To act on behalf of the Ward Committee consistent with established policies, practices, and appropriate stewardship.
iii. To expend funds authorized by the Ward Committee.

d. Political Action Committee
i. To plan and implement an issues segment for at least half of the Ward Committee monthly meetings
ii. To plan and implement at least 2 Public forums per calendar year.

e. Nominating Committee: to plan and implement a nomination process for:
i. election of Committee officers.
ii. election of members at the Presidential Primary.
iii. election of individuals to Associate membership.
iv. election of individual(s) to fill a vacancy(s) in the voting membership.

f. Endorsement Committee: to schedule for process, review and assess political candidates and elected officials.
i. why we endorsed a candidate in the first place,
ii. whether they are working on the platform that they ran on,

3. Ad Hoc Committees

The Ward Committee may establish ad hoc committees to address specific issues or activities within a limited time period.

Committee Membership

A. Executive Committee is composed of the Ward Committee officers and the Chairs of Standing Committees.

B. All other Standing Committees and all Ad Hoc Committees:

  1. The Co-Chairs appoint, with the approval of the Ward Executive Committee, the chairs of all other Standing Committees and all Ad Hoc Committees.
  2. The members of all other Standing Committees and all Ad Hoc Committees select a Vice-Chair for their committee.
  3. All members and associate members of the Ward Committee are responsible for participating in a Standing or Ad Hoc Committee established to fulfill Ward Committee obligations or implement Ward Committee activities.

Article Seven: General Operations

A) Committee Meetings

  1. There shall be 10 scheduled monthly Committee meetings for all members each organizational year. At least 5 of the monthly meetings shall include community issues.
  2. The Executive Committee, Standing Committees and ad hoc committees shall meet as circumstances require.
  3. Members may request to participate in meetings remotely by telephone or by video. Remote participation will be recorded as full participation and presence for Committee meetings.
  4. Members not able to attend a meeting in person may cast an electronic ballot if the chair has authorized the use of online voting for items requiring a vote.
  5. Except for votes related to candidate endorsement, the Committee may, by approval of a co-chair, submit motions requiring a vote through email as long as each member eligible for voting was sent the email. Members who do not use e-mail must be provided an opportunity to vote in person, by mail, or by telephone directly to the secretary. The minutes from the previous Committee meeting must have been sent to voting members before any email vote may be taken.

B) Special Meetings

  1. Special meetings shall be called by the Secretary on written petition of:
    • i) at least 20% of the elected Committee members, OR
    • ii) a majority of the members of the Executive Committee.
  2. The Secretary shall give members at least 7 calendar days notice of the special meeting: purpose, date site and agenda.

C) Quorum

A quorum for the conduct of official Committee business shall be 30% of its voting members. However, a majority of its voting members must be present when voting:

  1. to amend the bylaws,
  2. to endorse a candidate, OR
  3. to elect individuals to be voting members of the Committee.

Voting members on approved leave of absence under the provisions of Article 4/removal are not to be included in the number of voting members used to calculate the quorum.

D) Participation in Committees

To encourage and promote the participation of all Ward 12 Democrats, the Committee is dedicated to and welcomes the participation of associate members, guests and visitors at its Ward Committee, standing committee and ad hoc committee meetings.

  1. Voting members are pledged to consider Associate Member, guest and visitor contributions to the discussion prior to voting on Committee matters.
  2. Associate members have the right to participate in all Ward Committee, standing committee and ad hoc committee discussions. Associate members also have the right to vote when serving as members of standing or ad hoc committees and when the standing or ad hoc committee is voting on some action/motion.
  3. Guest and visitor participation is at the discretion of the chairperson or the particular committee.

E) Order of Business

1. Monthly Meetings:
a. Call to order
b. Vote on Secretary’s and Treasurer’s reports
c. Co-Chairs’ Reports
d. Program Speaker(s), priority committee reports, and/or elected official(s)
e. Old business
f. New business
g. Good and Welfare Announcements
h. Vote to Adjourn

2. Special Meetings:
a. Purpose
b. Presentation
c. Discussion
d. Vote as required. The order of business may be waived by a majority vote of the members present and voting.

F) Parliamentary Procedures

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Committee in all cases in which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Committee may adopt.

Article Eight: Endorsements

The Committee may, by majority vote of members present and voting, decide to convene an Endorsement Vote Meeting (EVM) for Democratic candidates for public office or for ballot initiatives.

An Endorsement Vote Meeting (EVM) for candidates shall, with certain exceptions noted in (C) below, follow a public Candidates’ Forum.

A) Candidate Endorsements

  1. After voting to convene an Endorsement Vote Meeting, the Committee shall notify its members of the date, time, site, and agenda of the Candidates’ Forum and endorsement vote. Such notice shall be sent at least 21 calendar days in advance of the meetings.
  2. At its scheduled monthly meeting prior to the Forum, the Committee shall provide its members adequate time for a full discussion of the qualifications of the candidates eligible for endorsement.
  3. At the Forum, the candidates shall have the opportunity to discuss their positions and respond to questions.
  4. Following the Forum, the Committee shall convene the Endorsement Vote meeting.
  5. Endorsed candidates shall be notified orally forthwith and in writing within seven (7) calendar days.
  6. For the purpose of the endorsement process, the “Forum” as used throughout this provision can include a forum organized by another entity or co-sponsored by Ward 12. If the forum is not organized by Ward 12, then Ward 12 shall submit questions to the forum organizer for consideration and inclusion in the forum.
  7. Candidates shall be scheduled for in-person Ward 12 interviews that shall occur before the Endorsement Vote Meeting. Each candidate shall be questioned and their answers transcribed for presentation at the EVM.

B) Endorsement Vote Meeting

  1. Candidates listed on the official election ballot are automatically eligible for nomination. Candidates seeking a Ward 12 endorsement must submit a Letter of Intent to Ward 12 at a time that will be communicated to candidates. Individuals not listed on the official ballot may also be nominated by submitting a Letter of Intent. Such nominations require a ⅔ vote of members present and voting to be included in the endorsement vote process. Statements on their behalf are limited to 2 minutes. A motion to close nominations requires a majority vote of members present and voting.
  2. After nominations are closed, voting shall begin without delay.
  3. Members may only cast a number of votes equal to the number of elected positions open.
  4. To be endorsed, a candidate must receive ⅔ of the votes cast by the members present and voting.
  5. Balloting for an office ends when one of the following occurs:
    • a. a motion to continue balloting fails.
    • b. no candidate for an office is endorsed after two successive ballots produce no endorsement; or
    • c. the number of endorsed candidates equals the number of positions open for endorsement.

C) Exceptions for Primary and General Election Endorsements

Example: special election candidates, unopposed candidates, statewide and national candidates

  1. The Committee may, by a ⅔ vote of members present and voting, waive one or more of the following endorsement vote requirements:
    • a. holding a monthly meeting prior to an endorsement vote to discuss the candidate(s) eligible for endorsement;
    • b. holding a Candidates’ Forum prior to an endorsement vote.
    • c. notifying its members no less than 21 calendar days before the Endorsement Vote Meeting;
    • d. providing time for the candidate(s) to discuss their positions and answer questions prior to the Endorsement Vote meeting.
  2. Committee members must be given no less than 7 calendar days notice of the Endorsement Vote meeting date, time, site and agenda.

D) Endorsement Vote For Ballot Initiatives

The Committee may, by majority vote of members present and voting, decide to convene an endorsement vote meeting on a ballot initiative provided that does not coincide with the platforms of the National or State Democratic Party platform.

  1. After deciding to convene an Endorsement Vote meeting, the Committee shall notify its members of the meeting date, time, site and agenda at least 7 calendar days before the meeting.
  2. The Endorsement Vote meeting quorum must provide its members adequate time for a full discussion of the ballot initiative.
  3. Following the discussion, the committee members vote on the ballot initiative.
  4. To be endorsed a ballot initiative needs approval of ⅔ of the members present and voting.
  5. The appropriate individual shall be notified first and in writing. An endorsed ballot initiative with 7 calendar days.

E) “No Endorsement” Vote

A “No Endorsement” vote cast is counted — the number of those present to determine the ⅔ threshold.

F) Abstentions

An “abstention” declaration is not counted in the number of those present to determine the ⅔ threshold.

Article Nine: Affirmative Action

The committee shall encourage full participation of Ward 12 Democrats in all of the committee’s activities and programs through its governance and its activities, and its participation in the State Democratic Party Affirmative Action and Outreach Program.

Affirmative Action + Title IV | The Committee’s goal to provide Ward 12:

  1. An understanding of ways to participate in education and committee activities and
  2. An opportunity for such participation.

Article Ten: Amendments to the Bylaws

These bylaws may be amended by a two-thirds vote of the committee present and voting after the amendment has been submitted for consideration at the previous meeting.

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