ARTICLE I – CHARTERED UNITS
SECTION 101.10 Application for Unit Charters.
In order for a unit to charter with YDAz, they must satisfactorily complete the official Charter Application.
The Charter Application, YDAz Membership Application, and Membership Dues Policy are to be drafted annually by the Vice President of Membership and must be approved by a majority vote of the Executive Board.
The official Charter Application must be distributed to all chartered units and made publicly available no more than five (5) days after the Notice of Convention as described in Section 402.20.
In the absence of a new Charter Application being approved by the Executive Board as described in Section 101.10.2, the previous year’s packet remains the official Charter Application.
SECTION 102.10 Time Period for Filing Unit Charter Applications.
Unit charter applications shall be filed in person with the President, Executive Vice President, or Vice President of Membership 14 days prior to the State Convention. Any unit which fails to submit the charter application, with or without appendixes and membership applications, shall not be permitted to submit late materials and shall not be chartered at convention or their members allowed to vote during General Assembly. They will be encouraged to complete a charter application for submission to the next YDAz Executive Board Meeting.
SECTION 103.10 Office of Receipt for Unit Charter Applications.
Applications shall be filed with the Vice President of Membership of the Young Democrats of Arizona in the manner described in the official Charter Packet. Each unit shall bear sole and complete responsibility for ensuring that all component documents of its charter application are filed in a timely manner.
All charter applications shall be opened and examined by the Vice President of Membership shall be voted on at the next meeting of the Executive Board.
Units shall be notified of the status of their application by electronic media. The notification shall be made within two (2) days of the initial opening or the receipt of any late applications or subsequent amendments. The notification shall include specifics of any defects and the procedure to follow to correct defects.
The status of all received applications, including the specifics of any defects and the procedure to follow to correct defects, shall be posted publicly within (5) days of the initial opening or the receipt of any late applications or subsequent amendments.
Unit charter applications and amendments shall be forwarded to the Vice President of Membership. All late materials and amendments are to be opened and examined immediately and notification sent as required by Section 103.10.3 and Section 103.10.4.
SECTION 104.10 Fees for Unit Charter Applications.
All units must include chartering fee with application and renewal. The Executive Board may allow payment plan or fee waivers for special cases by a two third majority vote. Chartering fees are used to cover administrative costs of the YDAz in relation to the local units. Remaining fees shall be deposited in the General Fund.
The fees for local units shall be assessed as follows:
High Schools: $10.00 College: $20.00 Region: $30:00 Young Professional: $40.00
ARTICLE II – EXECUTIVE BOARD
SECTION 201.10 Chartered Unit Representation.
Each chartered unit is entitled to a representative on the Executive Board who shall be, generally the presiding officer, or the president’s representative, of the chartered unit as indicated to the YDAz President by the chartered unit President they represent.
SECTION 202.10 Agenda.
Not less than five (5) days prior to any meeting of the Executive Board, the President shall prepare and distribute to all Executive Board members, a written agenda for said meeting. The first order of business at every Executive Board meeting shall be the establishment of quorum. After the matter of quorum has been disposed of, the President shall announce the recognition of proxies and entertain any challenges to his or her acceptance or rejection of thereof. Thereafter, business shall proceed in regular order as designated by the agenda.
SECTION 203.10 Minutes.
Section 203.10.1 Preparation; Responsibility.
The Secretary shall ensure that accurate minutes are taken, prepared and maintained of each and every meeting, session, or workshop of the State Convention, or the Executive Board. The Secretary shall ensure that summary reports of all such meetings are included in all Young Democrats of Arizona publications and such other publications as may be appropriate.
SECTION 203.10.2 Use of Membership Lists.
The State Records of membership in the chartered units may be supplied, if approved by a 2/3 majority of the Executive Board, at cost to any Democratic Party official, democratic office holder or democratic candidate for office. The lists shall not be made available for commercial use.
SECTION 206.10 Committees.
Section 206.10.1 Select Committee on Finance.
The Select Committee on Finance shall meet at the call of its Chairman and shall be responsible for review, modification and acceptance of the YDAz Budget. The Committee will regularly report on the status of income and expenditures compared to the budget and recommend necessary changes to the financial plan. The Finance Committee is empowered to recommend to the Executive Board the Investment on Assets. The Finance Committee shall also be responsible for the design, coordination and implementation of fund-raising projects, and shall serve as the Committee on Audit.
Section 206.10.2 Voting in Standing Committees.
Although a specific individual should be certified in writing to represent each unit in each Standing Committee, any unit member present may represent and cast the vote of his or her unit in any meeting of a Standing Committee when the certified representative is not present.
Section 206.10.3 Duties of Standing Committee Chairs.
The Chair of each Standing Committee shall present a report to each meeting of the Executive Board as to matters being reported out of committee for consideration by the Executive Board. This report shall be in writing and, where feasible, copies should be distributed to all Executive Board members.
Section 206.10.4 Select Committees; Designation.
The President shall have the discretion to establish and instruct Select Committees and appoint the Chairs thereof. Select Committees shall consist of one representative selected by each unit. The Chair of each Select Committee shall serve as an ex-officio non-voting member of the Executive Board except for the Vice President of Finance.
ARTICLE III – OFFICERS
SECTION 301.10 Elected Officers Duties.
Section 301.10.1 President.
The President shall be the principle administrative officer of the Young Democrats of Arizona and shall chair meetings of the State Convention and Executive Board. The President shall prepare an executive Budget for submission to the Executive Board within thirty (30) days of election and except as may otherwise be provided shall appoint all committee chairman, select committees, and consultants, subject to reconsideration or approval by the Executive Board at its first meeting subsequent to said appointment. The president shall approve all expenditures and shall enter into and execute all contracts and agreements involving the YDAz. The Executive Board shall be notified within five (5) days of any expenditure of one hundred (100) dollars or more. Any expenditure of three hundred (300) dollars or more requires Executive Board approval.
Section 301.10.2 Executive Vice President.
The Executive Vice President shall assist the President in the performance of the President’s duties and shall act as President during the President’s absence and shall perform such other duties as may be assigned by the President and the General Assembly. The Executive Vice President may appoint special assistants to assist in these duties or for any special or extraordinary tasks. The Executive Vice President shall serve as a National Committeeperson per Section 301.10.9.
Section 301.10.3 First Vice President
The Vice President of Finance shall perform such duties as may by assigned by the President and the Executive Board. The Vice President of Finance shall work with the Select Committee on Finance on fundraising projects and coordination. The Vice President of Finance shall assist the Treasurer filing all official contributions and expenditures with the Office of the Arizona Secretary of State. The Vice President of Finance shall have primary administrative control of all YDAz donor lists, contribution records, and online fundraising services.
Section 301.10.4 Second Vice President
The Second Vice President shall perform such duties as may be assigned by the President and Executive Board. The Second Vice President shall also work with local chapters to develop and implement local programs.
Section 301.10.5 Vice President of Membership
The Vice President of Membership shall perform such duties as may be assigned by the President and Executive Board in addition to the duties outlined in sections 101.10.3, 103.10.1, 103.10.2, and 103.10.5
Section 301.10.6 Secretary.
The Secretary shall be responsible in the recording of all minutes of the proceedings of General and Executive meetings and to present those minutes upon request. The Secretary shall send correspondences, communications, announcements and information to local units and members upon direction of the President, The Executive Board, members thereof, and the General Assembly. The Secretary shall publish the YDAz newsletter. The Secretary shall have primary administrative control of all accounts for the YDAz website, official email accounts and non-financial web services.
Section 301.10.7 Treasurer.
The Treasurer shall be responsible and maintain oversight of all funds of the YDAz and banking accounts thereof. The Treasurer will be given access to YDAz financial records directly within 15 days of their election. The President and Executive Vice President may only be given access after the Treasurer. The Treasurer shall maintain oversight of all funds in local units and may conduct audits of YDAz and local unit accounts with the upon his/her own discretion. The Treasurer shall serve as Chair of the Select Committee on Finance. The Treasurer shall be responsible for filing all official contributions and expenditures with the Office of the Arizona Secretary of State and shall have primary administrative control of filing accounts.
Section 301.10.8 National Committeeperson.
The duties of the YDAz National Executive Committeeperson shall be to represent the YDAz in any national or regional organization in which the YDAz chooses to affiliate. Additionally, they shall assist in the preparation of the YDAz application for charter to the Young Democrats of America. The National Committeeperson shall perform such other duties as may be assigned by the President and the Executive Board. The National Committeeperson will be of a different gender than the Executive Vice President.
Section 301.10.9 National Committeeman.
The duties of the YDAz National Executive Committeeman shall be to represent the YDAz in any national or regional organization in which the YDAz chooses to affiliate. Additionally, they shall assist in the preparation of the YDAz application for charter to the Young Democrats of America. The National Committeeman shall perform such other duties as may be assigned by the President and the Executive Board.
SECTION 301.10.10 Additional Duties.
Each officer and appointed official and standing caucus chair shall submit a written summary report to the Secretary following notification of any Executive Board Meeting and prior to convening said meeting. All officer reports will be made available to Executive Board members during New Business. Each officer, high school, college, and working caucus and committee chair shall present an annual report at the State Convention.
Section 302.10 Appointed Officers
The President shall appoint a non-voting Sergeant at Arms.
SECTION 303.10 Vacancies.
Section 303.10.1 Office of the President.
In the event of the death, resignation or removal of the President, the resultant vacancy shall be filled at a special meeting for the Executive Board called for that purpose not less than fifteen (15) days nor more than thirty (30) days from such occurrence, provided, that no special meeting shall be called within thirty (30) days prior to the State Convention. The call to meeting shall be issued by the Secretary, and a majority vote of the Executive Board will elect the Presidential successor who shall serve for the balance of the current unexpired term. The Executive Vice-President shall assume the duties of the President until said vacancy is filled.
Section 303.10.2 Officer other than the President.
In the event of the death, resignation or removal of an Officer other than the President, the President shall appoint an interim officer to fill the resultant vacancy until the next meeting of the Executive Board, occurring at least thirty (30) days subsequent to written notice of the vacancy being provided to the members thereof. The Executive Board shall fill the vacancy for the balance of the current unexpired term upon its majority vote.
Section 303.10.3 Resignation of Officers – Effectiveness.
Officials of the YDAz who resign must do so by submitting in writing said intent to the President (the Executive Vice-President if the President is resigning) and the Secretary with an effective date. In the absence of an effective date, the resignation will become effective upon receipt of notice by the Secretary. Vacancies by resignation will be filled in accordance with Sections 303.10.1 and 303.10.2.
Section 303.10.4 Resignation of Officers – Effect of residency and gender requirements.
Appointments and candidates to fill vacancies in the offices of President, Executive Vice President and National Committeeperson must meet all eligibility requirements under charter section 403a and 403b prior to taking office.
SECTION 304.10 Initial Appointment for Newly Created Officers.
In the event of the creation of a new office between State Conventions, the President shall appoint the initial holder of the office, subject to confirmation by the Executive Board, as soon as practical after adoption of the Charter amendment creating the office. The term of the appointed officer shall be from confirmation until their successor is elected at the next State Convention, or that State Convention adjourns without ratifying the amendment creating the office.
SECTION 305.10 Impeachment.
Officers of the YDAz are subject to impeachment and removal from office for conduct unfitting an elected officer of the Young Democrats, misfeasance, malfeasance, or nonfeasance of assigned or non-assigned duties of office.
Impeachment proceedings may be initiated upon a two-thirds (2/3) majority vote of the Executive Board or a petition of fifty percent (50%) or more of the membership in good standing. Upon initiation of impeachment proceedings, the group which initiated the impeachment shall serve its resolution and a Bill of Particulars to the accused by registered mail within ten (10) days of its action. Said group shall specify the location, date and time of the impeachment proceedings in its resolution, said date not less than fifteen days nor more than thirty days from the date of said notice. If initiated by a vote of the Executive Board, the impeachment proceedings will be conducted by the Executive Board. If initiated by a vote of fifty percent (50%) or more of the membership in good standing, the impeachment proceedings will be conducted by the General Assembly.
The appropriate YDAz body shall hear the arguments for and against the officer. The accused officer shall be given adequate notice of due process and shall be allowed to mount a defense in his/her behalf. The accused officer may have a representative in his/her behalf. Presence of the accused officer is not required to proceed with impeachment proceedings so long as said accused officer has been duly noticed. The accused officer may be impeached by a two-thirds (2/3) majority vote of the members present of the appropriate YDAz body. The vote shall be conducted by secret ballot.
SECTION 306.10 Removal from Office.
Any officer duly impeached by the Executive Board shall be considered removed and their office vacant upon the adjournment of the Executive Board.
ARTICLE IV – STATE CONVENTION
SECTION 401.10 Authority.
The State Convention derives its authority from the General Assembly it is required to host annually.
SECTION 402.10 Time, Place.
A State Convention shall be held each year. State convention must be held in a county outside of Maricopa at least once every three years. Local units should submit convention site bids for hosting State Convention. The Executive Board shall select from bids submitted, the time and place of the State Convention. The Executive Vice-President will be responsible for establishing bid process and selection criteria.
SECTION 402.20 Notice of Convention.
The Secretary shall cause notice of the convention Time and Place to be distributed to the current listed membership and officers of the Young Democrats of Arizona, the officers of all chartered subunits, the Chair and Executive Director of the Arizona Democratic Party, and the President and Executive Director of the Young Democrats of America. Such notice must be sent no less than 30 days prior to the call to order of the State Convention, and should contain: (1) the location, time and date of the State Convention, (2) a list of offices to be elected at the convention, (3) a list of any individuals appointed to Chair committees listed in Section 403.10.3, (4) instructions on how to obtain a draft copy of the platform available pursuant to Section 403.10.5, and (5) instructions how to obtain the approved chartering application.
SECTION 403.10 Convention Committees.
For each State Convention there shall be established a Charter and Rules Committee, a Platform Committee, and a Credentials Committee.
Committee chairpersons, except that of the Credentials Committee, shall be appointed by the President no later than thirty (30) days prior to the opening session of the State convention. Every chartered unit may send a delegate to each committee with one vote.
Each committee shall meet at least once before the General Session at State Convention to conclude its tasks.
The Charter and Rules committee shall review and request changes, revisions and amendments be made to the Charter and/or these by-laws. The Charter and Rules committee is empowered to adopt rules consistent with the YDAz Charter and these by-laws for changes in the same. The committee must present a report on each proposal for change it receives.
The Platform Committee shall submit a draft of a platform to the Executive Board thirty (30) days prior to State Convention. The platform draft will also be available, upon request, to the general membership. The Platform Committee will present the platform draft at the designated time during the State Convention for amendments and adoption.
The Credentials Committee shall be chaired by the Vice President of Membership. The Credentials Committee shall review the credentials of all members. Said committee may establish administrative guidelines to promote a more efficient accreditation of members. Furthermore, the Credentials Committee shall determine numbers for votes at State Convention to include quorum, majority, and minority votes.
SECTION 404.10 Vote Allocation
Individuals: Any and all members who have met the requirements of YDAz Charter Section 201(a) in the affirmative are eligible to vote.
Members of units who turn in their chartering packets after the deadline stated in section 102.10 shall not be eligible to vote. Instead, the unit as a whole shall be given one vote to be allocated at the discretion of the members of that unit. A 2/3 vote of the Executive Board may reinstate the offending chapter’s vote eligibility.
SECTION 404.11 Proxies at Convention
Any Young Democrat who has met the requirements of YDAz Charter Section 201(a) in the affirmative and is currently overseas in public service or for education shall be allowed one proxy to another young democrat who has met the requirements of YDAz Charter Section 201(a) in the affirmative.
The Vice President for Membership will create the proxy form and will submit it to the executive board for a majority vote. The Vice President of Membership shall use the Arizona Democratic Party’s proxy form as a general guide. No person shall hold more than three (3) proxies for each vote of the general assembly. The proxy form signature shall be witnessed by a notary public or by two (2) separate witnesses.
ARTICLE V – GENERAL ASSEMBLY
SECTION 501.10 Authority
The General Assembly shall be the final and highest authority of the YDAz, subject to the provisions of this charter.
SECTION 502.10 Members
Any person meeting the requirements of YDAz Charter Section 201 in the affirmative shall be a member of the Young Democrats of Arizona General Assembly and are eligible to vote.
SECTION 503.10 Meetings
The General Assembly shall meet twice a year, once at State Convention and another early fall. Each member meeting the requirements of YDAz Charter Section 201 in the affirmative must be notified in writing no later than 30 days preceding the meeting.
ARTICLE VI – NATIONAL CONVENTION
SECTION 601.10 Delegation
The YDAz shall send a delegation to the National Convention of the YDA consisting of Delegates and Non-Delegates. Only delegates, members who meet the requirements of Section 602.10, may vote on behalf of YDAz in any and all votes at the National Convention
SECTION 602.10 Eligibility
Delegates to the National Convention shall consist of all elected Executive Officers of YDAz and members who meet the requirements of YDAz Charter Section 201(a), elected to the YDA National Convention Delegation.
SECTION 603.10 Delegate List
The President (or the Delegation Chair, if different, upon direction of the President) shall send the Delegate list to YDA.
SECTION 604.10 Non-Delegates
Non-delegate members at National Convention may be appointed to committees at the option of the President (or the Delegation Chair, if different, upon direction of the President)
ARTICLE VII – MISCELLANEOUS PROVISIONS
SECTION 701.10 Proxies.
Section 701.10.1 Form.
All proxies shall be written and shall include the name of the person executing the proxy, the name of the person to whom the proxy is given and the period of time for which the proxy is valid. Every proxy and such acknowledgment or swearing shall be attested to by a notary public or other officer authorized by law to so attest in the jurisdiction where executed. Only originals are accepted as proxies. Facsimiles or copies are not acceptable. Proxies that appear marred or altered are acceptable as per Section 701.10.2.
Section 701.10.2 Approval.
Proxies shall be presented to the Secretary of the Executive Board who shall determine whether they are in proper order. Proxies approved by the Secretary are immediately entitled to a vote. A majority vote upon appropriate motions shall be sufficient to reject a proxy approved by the Secretary or approve a proxy rejected by the Secretary.
ARTICLE VIII – GENERAL PROVISIONS
SECTION 801.10 Candidate Endorsements.
It shall be the policy of the Young Democrats of Arizona and all of its entities not to provide official endorsements to any candidate in a contested primary election. The YDAz is permitted to endorse candidates only upon a two-third majority vote of the Executive Board or General Assembly. Preference and priority of endorsements shall be to those candidates who are Young Democrats or foster the ideals of the YDAz. Local organizations are not bound by this policy, but are urged to carefully consider the possible organizational risks of such an endorsement.
SECTION 801.20 Proposition and Referendum Endorsements.
The YDAz is permitted to endorse propositions or referendums only upon a two-third majority vote of the Executive Board or General Assembly. Local organizations are not bound by this policy, but are urged to carefully consider the possible organizational risks of such an endorsement.
SECTION 803.10 YDA National Candidates.
The YDAz Executive Board permitted to endorse candidates for National YDA offices upon a three-fourths (3/4) majority vote. The YDAz General Assembly is permitted to endorse candidates for National YDA offices upon a two-thirds (2/3) majority vote.
ARTICLE IX – AMENDMENTS
SECTION 901.10 Amendments.
Bylaws may be adopted or amended by a majority vote of the Executive Board or the State Convention; and must comply with all procedural requirements for charter amendments as to notice and committee approval, as provided for in the Charter. Bylaw amendments adopted by the Executive Board do not require ratification by the State Convention. Bylaws may not conflict with the Charter.