Davidson County Democratic Women Bylaws
Davidson County Democratic Women Bylaws
Approved June 17, 2021 at a Membership Meeting of DCDW
ARTICLE I
NAME: The name of this organization shall be the Davidson County Democratic Women (DCDW).
ARTICLE II
Section 1. MISSION STATEMENT: The mission of the Davidson County Democratic Women is to encourage women to seek elected and appointed public offices, participate in civic, educational and political initiatives and support the Democratic platform and the party nominees.
Section 2. VISION STATEMENT: DCDW welcomes everyone who shares our mission, regardless of age, race, gender, gender identity, religion, national origin, ethnicity, sexual orientation or physical ability.
ARTICLE III
QUALIFICATIONS
Section 1. Any person who is a Democrat is eligible for membership in this organization.
Section 2. The annual dues shall be due and payable on January 1 of each year and, if unpaid, shall be delinquent on March 31 of that year. Dues paid before October 1st shall be deemed dues for that calendar year. Dues paid on or after October 1st shall be credited to that calendar year and the ensuing year.
Section 3. The fiscal year shall be from January 1 through December 31.
Section 4. For the purposes of voting on elective officers of the organization, eligible members shall be those whose dues have been paid for at least sixty (60) days prior to the election.
Section 5. Each member in good standing, upon request will be given an up-to-date copy of the organization's Bylaws.
ARTICLE IV
ELECTION OF OFFICERS AND DIRECTORS
Section 1. The officers of the organization shall be President, President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary. No one may serve as an officer who has not been a member of the organization for at least one (1) year prior to her nomination and must be a member in good standing.
Section 2. The President's tenure shall be limited to a one-year term but she is eligible to run again after at least a one-year break in service. All other officers may serve two terms but cannot be re-elected to the same office without a break in service.
Section 3. A slate of the following officers: President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary and three (3)to five (5) Directors shall be presented to the membership by the nominating committee at the October meeting or any social function in lieu thereof. Should for any reason the President-Elect be unable or unwilling to assume the Presidency, the nominating committee shall also present a name for President on the aforesaid slate.
Section 4. The election of officers and three (3) to five (5) Directors shall be held at the November meeting and nominations may be made from the floor. If there is more than one nominee for any office, said election shall be by standing vote or signed ballot. The term of office of newly elected officers shall begin January 1 following the election and shall end on the following December 31.
Section 5. Neither the DCDW nor the DCDW President may endorse a candidate or participate in a primary election unless that Democratic candidate is unopposed. All board members may work on primary campaigns so long as they do not publicly use their position on the board to imply an endorsement by the organization.
ARTICLE V
DUTIES OF THE OFFICERS
Section 1. The President shall preside at all meetings of the organization; schedule regular board meetings; appoint all committees except as otherwise provided herein; appoint special committees when the same are necessary and perform all duties of President.
Section 2. The President-Elect shall perform the duties of the President in the absence or inability to serve. Should the President die, resign or become incapacitated, the President-Elect shall ascend to the office for the remainder of that term and shall also serve their term thereafter. Should the President-Elect die, resign or become incapacitated, the President shall forthwith issue a call-in by mail or e-mail to the membership that an election for that position will be held on a date certain at least thirty (30) days following the issuance of the call.
Section 3. The Vice President shall perform the duties of President should both the President and President-Elect be absent or unable to serve, and shall also serve as Program Chairperson.
Section 4. The Recording Secretary shall keep the minutes of all general membership meetings of the organization, and the meetings of the Board of Directors. All records of the organization shall be kept by the current recording secretary for a period of three years, except those specifically assigned to others. A copy of the membership list as well as a list of Board Members and their contact information shall be kept in the Secretary's Minute Book . Upon election, Board members shall provide to the Secretary their contact information including mailing address, e-mail address and telephone. In the instance of a change, the respective member shall notify the Recording Secretary via e-mail as soon as practicable.
Section 5. The Corresponding Secretary shall conduct the correspondence of the organization, and send out proper notices of all meetings by mail or e-mail.
Section 6. The Treasurer shall keep an accurate account of all money received and disbursed, and shall provide sufficient copies of the report at each meeting for members in attendance to peruse. The dues shall be received and all such applications be forwarded to the Membership Secretary. All disbursements shall be by check.
Section 7. The Membership Secretary shall coordinate duties with the Treasurer on the following: Issuance of dues statements, receipt of membership applications, updates to membership files, preparation and distribution of membership cards (upon request only) and filing monthly membership reports with the President.
Section 8. The DCDW Nominating Committee shall nominate three (3) to five (5) At-Large Director candidates.
At Large Directors chair ad hoc committees or assume other responsibilities at the request of the President.
Section 9. If a Board Member consistently neglects to attend or participate in the duties of her office for a period of three months the office shall be declared vacant by the Board of Directors.
ARTICLE VI
FUNCTIONS OF THE BOARD
Section 1. The Board of Directors shall consist of the elected Officers, the retiring President and three (3) to five (5) Directors elected from the membership at large.
Section 2. The Board of Directors shall serve as the Executive Committee.
Section 3. The Function of this Board shall be to plan the business of the organization to be presented to the membership for their approval or disapproval, and to transact necessary business between regular meetings and shall meet at least monthly.
Section 4. The Board of Directors shall have the authority to make routine expenditures for ordinary operating expenses.
Section 5. Whenever a vacancy shall occur in any of the offices and except as designated in Article V, Section 2, the Board of Directors shall fill the vacancy. In case of the resignation or inability to serve of a Director elected from the membership at large, the vacancy shall be filled by the membership.
Section 6. A majority of the Board shall constitute a quorum at Board of Directors Meetings.
Section 7. For issues which the Board of Directors would require resolution before the next scheduled board meeting, the Board is authorized to take votes electronically.
ARTICLE VII
MEETINGS
Section 1. The Board of Directors shall establish a schedule of regular meetings of the organization; designate a time and place and must be publicized to the membership at least two weeks in advance of any meeting by mail or e-mail.
Section 2. Ten (10) members shall constitute a quorum for a general membership meeting.
Section 3. Voting shall be conducted by voice vote, except when a request for a ballot vote is approved by two-thirds of members present and voting. In that instance, a ballot vote is indicated,
and when required by Article IV above.
Section 4. The December meeting shall be the annual meeting, at which time installation of officers shall take place.
ARTICLE VIII
COMMITTEES
Section 1. The President may appoint ad hoc committees including but not limited to Legislative, Independence Day Picnic, Democratic Women's Day and Membership Tea.
Section 2. The Chairpersons of said committees and their members shall serve at the pleasure of the President unless otherwise specified herein.
Section 3. Ad hoc committee chairpersons must present plans for any major activity to the Board for approval before any action can be taken.
Section 4. A nominating committee shall be selected by the President-Elect and announced at the September meeting each year. The President-Elect shall appoint one (1) member to serve as chairperson.
ARTICLE IX
TENNESSEE FEDERATION OF DEMOCRATIC WOMEN (TFDW)
Section 1. This organization shall be a member of the Tennessee Federation of Democratic Women.
Section 2. Each member of the Board of Directors of the organization shall become a delegate to the annual meeting of the Tennessee Federation of Democratic Women. Other delegates shall be elected at the general membership meeting preceding the state TFDW meeting.
Section 3. The Treasurer shall pay from the organization treasury the annual dues to the Tennessee Federation of Democratic Women by the last day of February of each year.
Section 4. The anticipated expense for the organization's President or designee to attend the state TFDW convention shall be budgeted each year. Participation in other events and any concomitant expenses shall require Board approval.
Section 5. In congruence with the TFDW Bylaws, in all campaign activities the DCDW shall be governed by the following regulations:
(a) DCDW acting as an organization shall not endorse or support the candidacy of any person for public or party office prior to nomination in the Democratic Primary, except when the Democratic nominee has no opposition.
(b) Members of the Board of Directors of DCDW and chapter members may be active on behalf of Democratic Primary candidates providing that no public attention is called to their connection with the TFDW or their Chapter.
ARTICLE X
DCDW GWEN MCFARLAND PAC
Section 1. Each member of this organization is a member of the DCDW Gwen McFarland PAC. The PAC is an independent entity and operates separately from DCDW. It is governed by its own set of bylaws.
Section 2. The DCDW Gwen McFarland PAC functions are to financially support Democratic nominees
for state and local offices that impact Davidson County and particularly promote women candidates.
Section 3. The DCDW Gwen McFarland PAC board shall consist of five members; four members elected by the PAC membership and one appointed by the presiding President.
Section 4. The DCDW Gwen McFarland PAC board must provide annual financial and operational reports to the DCDW board either by e-mail or at a scheduled meeting.
ARTICLE XI
DAVIDSON COUNTY DEMOCRATIC WOMEN/SHANNON WOOD SCHOLARSHIP
Section 1. Eligibility: Applicants must be college bound, high school seniors who identify as female, in Davidson County. Recipients will be chosen based upon their essays answering the question “What policy or law in the United States would you change and why?” Essays will be evaluated on creative and critical thinking, practical application, style and writing mechanics. Consideration will be given to financial need.
Section 2. The scholarship will be administered by the Community Foundation of Middle Tennessee. Applications may be made online to cfmt.org and are due each year on March 15th.
Section 3. The student with the winning essay will receive $500-$1,000 in a check made out to the college that she will attend. She will be recognized at the annual DCDW Independence Day picnic.
ARTICLE XII
SELECTION OF DEMOCRATIC WOMAN OF THE YEAR
Section 1. The honoree chosen as the Democratic Woman of the Year shall be at least eighteen (18) years of age, identify as female, and be a resident of Davidson County. The honoree must have donated an unusual number of hours, on more than one project over a period of years, that were a part of, or augmented the work of DCDW in a manner purposely designed either directly or indirectly, to help elect Democratic candidates.
Section 2. The process for selection of the honoree shall be by nomination from any member in good standing of the DCDW board. Nominations must be sent to the President of DCDW no later than July 15 and she shall send a list of all nominees to the Board members within ten days. The President shall accumulate votes for the nominee(s) via e-mail. In the event of a tie vote, the President shall vote to break the tie.
Section 3. The Democratic Woman of the Year shall be honored at the annual Women's Day Celebration, usually held in the month of October. A plaque or similar memento shall be presented to the honoree and a reasonable amount for purchase of this memento shall be included in the DCDW annual budget.
ARTICLE XIII
RULES: The rules contained in Robert's Rules of Order, Newly Revised, shall govern the organization in all cases to which they are applicable and are not inconsistent with the Bylaws of the organization.
ARTICLE XIV
AUDIT: An annual audit of the books shall be conducted by an audit committee appointed by the President. Final report to be made to the Board of Directors no later than February of the following year.
ARTICLE XV
AMENDMENTS OF THE BYLAWS: These Bylaws may be amended at any regular meeting provided the amendment has been presented at the preceding meeting and distributed to the membership at least one month in advance of the vote. A two-thirds vote of the members present and voting shall be required to amend the Bylaws.
These Bylaws were amended on June 17, 2021.
Kim Troup
_____________________________________
Kim Troup, President
Alma Sanford
_____________________________________
Alma Sanford, Recording Secretary
PREVIOUS BYLAWS
Approved August 20, 2020
ARTICLE I
NAME: The name of this organization shall be the Davidson County Democratic Women.
ARTICLE II
MISSION STATEMENT: The mission of the Davidson County Democratic Women is to encourage women to seek elected and appointed public offices, participate in civic, educational and political initiatives, and support the Democratic platform and the party nominees.
ARTICLE III
QUALIFICATIONS
Section 1. Any person who is a Democrat is eligible for membership in this organization.
Section 2. The annual dues shall be due and payable on January 1 of each year and, if unpaid, shall be delinquent on March 31 of that year. Dues paid before December 1 shall be deemed dues for that calendar year. Dues paid on or after December 1 shall be credited to the ensuing year.
Section 3. Fiscal year shall be from January 1 through December 31.
Section 4. For the purposes of voting on elective officers of the organization, eligible members shall be those whose dues have been paid for at least sixty (60) days prior to the election.
Section 5. Each member in good standing, upon request will be given an up-to-date copy of the organization's By-Laws.
ARTICLE IV
ELECTION OF OFFICERS AND DIRECTORS
Section 1. The officers of the organization shall be President, President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary. No one may serve as an officer who has not been enrolled in the organization for at least one (1) year prior to her nomination and must be a member in good standing.
Section 2. The president's tenure shall be limited to a one-year term but she is eligible to run again after at least a one-year break in service. Other officers may be re-elected for an additional one-year consecutive term but cannot be elected to that particular office again without a break in service. Except for the Treasurer, who can serve two consecutive terms.
Section 3. A slate of the following officers: President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary and three (3)to Five (5) Directors shall be presented to the membership by the nominating committee at the October meeting or any social function in lieu thereof. Should for any reason the President-Elect be unable or unwilling to assume the Presidency, the nominating committee shall also present a name for President on the aforesaid slate.
Section 4. The election of officers and three (3) to five (5) Directors shall be held at the November meeting and nominations may be made from the floor. If there is more than one nominee for any office, said election shall be by standing vote or signed ballot. The term of office of newly elected officers shall begin January 1 following the election and shall end on the following December 31.
Section 5. The organization shall not endorse a candidate nor participate in a primary election.
ARTICLE V
DUTIES OF THE OFFICERS
Section 1. The President shall preside at all meetings of the organization; schedule regular board meetings; appoint all committees except as otherwise provided herein; appoint special committees when the same are necessary and perform all duties of President.
Section 2. The President-Elect shall perform the duties of the President in the absence or inability to serve, and shall also serve as Newsletter Chairperson. Should the President die, resign or become incapacitated, the President-Elect shall ascend to the office for the remainder of that term and shall also serve their term thereafter. Should the President-Elect die, resign or become incapacitated, the President shall forthwith issue a call in by mail or electronic mail to the membership that an election for that position will be held on a date certain at least thirty (30) days following the issuance of the call.
Section 3. The Vice President shall perform the duties of President should both the President and President-Elect be absent or unable to serve, and shall also serve as Program Chairperson.
Section 4. The Recording Secretary shall keep the minutes of all meetings of the organization, and the meetings of the Board of Directors. All records shall be kept of the organization, except those specifically assigned to others and a roll shall be kept of the membership of the organization.
Section 5. The Corresponding Secretary shall conduct the correspondence of the organization, and send out proper notices of all meetings by mail or electronic mail.
Section 6. The Treasurer shall keep an accurate account of all money received and disbursed, and shall provide sufficient copies of the report at each meeting for members in attendance to peruse. The dues shall be received and forward all such applications to the Membership Secretary. All disbursements shall be by check, and countersigned by the President.
Section 7. The Membership Secretary shall coordinate with the Treasurer on issuance of dues statements, receive from the Treasurer all membership applications, update membership files, prepare and distribute membership cards upon request only and file monthly membership reports with the President and coordinate the duties with the Treasurer.
Section 8. The At-Large Officers shall serve in an advisory capacity, as needed, to all standing committees. DCDW will request three (3) to five (5) at-Large officer candidates to be recruited/appointed by organizations such as the following:
TN Young Democrats
Middle TN Hispanic Democrats
TNDP Caucuses
Women for TN’s Future
AWAKE (Advocates for Women’s and Kids Equality)
NOW (National Organization for Women)
At Large officers chair ad hoc committees at the request of the President. Assumes other responsibilities as requested by the President.
Section 9. If an officer consistently neglects to attend or participate in the duties of their office for a period of three months the office shall be declared vacant by the Board of Directors.
ARTICLE VI
FUNCTIONS OF THE BOARD
Section 1. The Board of Directors shall consist of the elected Officers, the retiring President and Vice President and three (3) to five (5) Directors elected from the membership at large.
Section 2. The Board of Directors shall serve as the Executive Committee.
Section 3. The Function of this Board shall be to plan the business of the organization to be presented to the membership for their approval or disapproval, and to transact necessary business between regular meetings and shall meet at least monthly.
Section 4. The Board of Directors shall have the authority to make routine expenditures for ordinary operating expenses.
Section 5. Whenever a vacancy shall occur in any of the offices and except as designated in Article V, Section 2, the Board of Directors shall fill the vacancy. In case of the resignation or inability to serve of a Director elected from the membership at large, the vacancy shall be filled by the membership.
Section 6. A majority of the Board shall constitute a quorum.
Section 7. For issues which the Board of Directors would require resolution before the next scheduled board meeting, the Board is authorized to take votes electronically.
ARTICLE VII
MEETINGS
Section 1. The Board of Directors shall establish a schedule of regular meetings of the organization; designate a time and place and must be publicized to the membership at least two weeks in advance of any meeting by mail or electronic mail.
Section 2. Ten members shall constitute a quorum.
Section 3. Voting shall be by voice excepting when by a two-thirds vote of members present and voting, a ballot vote is indicated, and when required by Article IV above.
Section 4. The December meeting shall be the annual meeting, at which time election and installation of officers shall take place.
ARTICLE VIII
COMMITTEES
Section 1. The President may appoint ad hoc committees including but not limited to Legislative Reception, Membership Tea, Annual Picnic and Democratic Women's Day.
Section 2. The Chairpersons of said committees and their members shall serve at the pleasure of the President unless otherwise specified herein.
Section 3. Ad hoc committee chairpersons must present plans for any major activity to the Board for approval before any action can be taken.
Section 4. A nominating committee shall be selected at the September meeting each year. The President shall appoint one (1) of the elected members to serve as chairperson.
ARTICLE IX
TENNESSEE FEDERATION OF DEMOCRATIC WOMEN (TFDW)
Section 1. This organization shall be a member of the Tennessee Federation of Democratic Women.
Section 2. Each member of the Board of Directors of the organization shall become a delegate to the annual meeting of the Tennessee Federation of Democratic Women. Other delegates shall be elected at the general membership meeting preceding the state federation meeting.
Section 3. The Treasurer shall pay from the organization treasury the annual dues to the Tennessee Federation of Democratic Women by the last day of February of each year.
Section 4. The anticipated expense for the organization's president or designee to attend the state and national federation conventions shall be budgeted each year. Participation in other events and any concomitant expenses shall require Board approval.
Section 5. In congruence with the TFDW ByLaws, in all campaign activities of the DCDW shall be governed by the following regulations:
(a) DCDW acting as an organization shall not endorse or support the candidacy of any person for public or party office prior to nomination in the Democratic Primary, except when the Democratic nominee has no opposition.
(b) Members of the Board of Directors of DCDW and chapter members may be active on behalf of Democratic Primary candidates providing that no public attention is called to their connection with the TFDW or their Chapter.
ARTICLE X
DCDW GWEN MCFARLAND PAC
Section 1. Each member of this organization is a member of the DCDW Gwen McFarland PAC.
Section 2. The DCDW Gwen McFarland PAC functions are to financially support Democratic nominees for state and local offices that impact Davidson County and particularly promote women candidates.
Section 3. The DCDW Gwen McFarland PAC board shall consist of five members; four members elected by the PAC membership and one appointed by the presiding President.
Section 4. The DCDW Gwen McFarland PAC board must provide quarterly financial and operational reports to the DCDW board either electronically or a scheduled meeting.
ARTICLE XI
DAVIDSON COUNTY DEMOCRATIC WOMEN/SHANNON WOOD SCHOLARSHIP
Section 1. Eligibility: Applicants must be college bound, female, high school seniors in Davidson County. Recipients will be chosen based upon their essays answering the question “What policy or law in the United States would you change and why?” Essays will be evaluated on creative and critical thinking, practical application, style and writing mechanics. Consideration will be given to financial need.
Section 2. The scholarship will be administered by the Community Foundation of Middle Tennessee. Applications may be made online to cfmt.org and are due each year on March 15th. (NOTE: This has been changed to Feb 1st)
Section 3. The student with the winning essay will receive $500-$1,000 in a check made out to the college that she will attend. She will be recognized at the annual DCDW picnic.
ARTICLE XII
RULES: The rules contained in Robert's Rules of Order, Newly Revised, shall govern the organization in all cases to which they are applicable and are not inconsistent with the By-Laws of the organization.
ARTICLE XIII
AUDIT: An annual audit of the books shall be conducted by an audit committee appointed by the President. Final report to be made to the Board of Directors no later than February of the following year.
ARTICLE XIV
AMENDMENTS OF THE BY-LAWS: These By-Laws may be amended at any regular meeting provided the amendment/s has been presented at the preceding meeting and distributed to the membership at least one month in advance of the vote. A two-thirds vote of the members present and voting shall be required to amend the By-Laws.
Approved June 17, 2021 at a Membership Meeting of DCDW
ARTICLE I
NAME: The name of this organization shall be the Davidson County Democratic Women (DCDW).
ARTICLE II
Section 1. MISSION STATEMENT: The mission of the Davidson County Democratic Women is to encourage women to seek elected and appointed public offices, participate in civic, educational and political initiatives and support the Democratic platform and the party nominees.
Section 2. VISION STATEMENT: DCDW welcomes everyone who shares our mission, regardless of age, race, gender, gender identity, religion, national origin, ethnicity, sexual orientation or physical ability.
ARTICLE III
QUALIFICATIONS
Section 1. Any person who is a Democrat is eligible for membership in this organization.
Section 2. The annual dues shall be due and payable on January 1 of each year and, if unpaid, shall be delinquent on March 31 of that year. Dues paid before October 1st shall be deemed dues for that calendar year. Dues paid on or after October 1st shall be credited to that calendar year and the ensuing year.
Section 3. The fiscal year shall be from January 1 through December 31.
Section 4. For the purposes of voting on elective officers of the organization, eligible members shall be those whose dues have been paid for at least sixty (60) days prior to the election.
Section 5. Each member in good standing, upon request will be given an up-to-date copy of the organization's Bylaws.
ARTICLE IV
ELECTION OF OFFICERS AND DIRECTORS
Section 1. The officers of the organization shall be President, President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary. No one may serve as an officer who has not been a member of the organization for at least one (1) year prior to her nomination and must be a member in good standing.
Section 2. The President's tenure shall be limited to a one-year term but she is eligible to run again after at least a one-year break in service. All other officers may serve two terms but cannot be re-elected to the same office without a break in service.
Section 3. A slate of the following officers: President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary and three (3)to five (5) Directors shall be presented to the membership by the nominating committee at the October meeting or any social function in lieu thereof. Should for any reason the President-Elect be unable or unwilling to assume the Presidency, the nominating committee shall also present a name for President on the aforesaid slate.
Section 4. The election of officers and three (3) to five (5) Directors shall be held at the November meeting and nominations may be made from the floor. If there is more than one nominee for any office, said election shall be by standing vote or signed ballot. The term of office of newly elected officers shall begin January 1 following the election and shall end on the following December 31.
Section 5. Neither the DCDW nor the DCDW President may endorse a candidate or participate in a primary election unless that Democratic candidate is unopposed. All board members may work on primary campaigns so long as they do not publicly use their position on the board to imply an endorsement by the organization.
ARTICLE V
DUTIES OF THE OFFICERS
Section 1. The President shall preside at all meetings of the organization; schedule regular board meetings; appoint all committees except as otherwise provided herein; appoint special committees when the same are necessary and perform all duties of President.
Section 2. The President-Elect shall perform the duties of the President in the absence or inability to serve. Should the President die, resign or become incapacitated, the President-Elect shall ascend to the office for the remainder of that term and shall also serve their term thereafter. Should the President-Elect die, resign or become incapacitated, the President shall forthwith issue a call-in by mail or e-mail to the membership that an election for that position will be held on a date certain at least thirty (30) days following the issuance of the call.
Section 3. The Vice President shall perform the duties of President should both the President and President-Elect be absent or unable to serve, and shall also serve as Program Chairperson.
Section 4. The Recording Secretary shall keep the minutes of all general membership meetings of the organization, and the meetings of the Board of Directors. All records of the organization shall be kept by the current recording secretary for a period of three years, except those specifically assigned to others. A copy of the membership list as well as a list of Board Members and their contact information shall be kept in the Secretary's Minute Book . Upon election, Board members shall provide to the Secretary their contact information including mailing address, e-mail address and telephone. In the instance of a change, the respective member shall notify the Recording Secretary via e-mail as soon as practicable.
Section 5. The Corresponding Secretary shall conduct the correspondence of the organization, and send out proper notices of all meetings by mail or e-mail.
Section 6. The Treasurer shall keep an accurate account of all money received and disbursed, and shall provide sufficient copies of the report at each meeting for members in attendance to peruse. The dues shall be received and all such applications be forwarded to the Membership Secretary. All disbursements shall be by check.
Section 7. The Membership Secretary shall coordinate duties with the Treasurer on the following: Issuance of dues statements, receipt of membership applications, updates to membership files, preparation and distribution of membership cards (upon request only) and filing monthly membership reports with the President.
Section 8. The DCDW Nominating Committee shall nominate three (3) to five (5) At-Large Director candidates.
At Large Directors chair ad hoc committees or assume other responsibilities at the request of the President.
Section 9. If a Board Member consistently neglects to attend or participate in the duties of her office for a period of three months the office shall be declared vacant by the Board of Directors.
ARTICLE VI
FUNCTIONS OF THE BOARD
Section 1. The Board of Directors shall consist of the elected Officers, the retiring President and three (3) to five (5) Directors elected from the membership at large.
Section 2. The Board of Directors shall serve as the Executive Committee.
Section 3. The Function of this Board shall be to plan the business of the organization to be presented to the membership for their approval or disapproval, and to transact necessary business between regular meetings and shall meet at least monthly.
Section 4. The Board of Directors shall have the authority to make routine expenditures for ordinary operating expenses.
Section 5. Whenever a vacancy shall occur in any of the offices and except as designated in Article V, Section 2, the Board of Directors shall fill the vacancy. In case of the resignation or inability to serve of a Director elected from the membership at large, the vacancy shall be filled by the membership.
Section 6. A majority of the Board shall constitute a quorum at Board of Directors Meetings.
Section 7. For issues which the Board of Directors would require resolution before the next scheduled board meeting, the Board is authorized to take votes electronically.
ARTICLE VII
MEETINGS
Section 1. The Board of Directors shall establish a schedule of regular meetings of the organization; designate a time and place and must be publicized to the membership at least two weeks in advance of any meeting by mail or e-mail.
Section 2. Ten (10) members shall constitute a quorum for a general membership meeting.
Section 3. Voting shall be conducted by voice vote, except when a request for a ballot vote is approved by two-thirds of members present and voting. In that instance, a ballot vote is indicated,
and when required by Article IV above.
Section 4. The December meeting shall be the annual meeting, at which time installation of officers shall take place.
ARTICLE VIII
COMMITTEES
Section 1. The President may appoint ad hoc committees including but not limited to Legislative, Independence Day Picnic, Democratic Women's Day and Membership Tea.
Section 2. The Chairpersons of said committees and their members shall serve at the pleasure of the President unless otherwise specified herein.
Section 3. Ad hoc committee chairpersons must present plans for any major activity to the Board for approval before any action can be taken.
Section 4. A nominating committee shall be selected by the President-Elect and announced at the September meeting each year. The President-Elect shall appoint one (1) member to serve as chairperson.
ARTICLE IX
TENNESSEE FEDERATION OF DEMOCRATIC WOMEN (TFDW)
Section 1. This organization shall be a member of the Tennessee Federation of Democratic Women.
Section 2. Each member of the Board of Directors of the organization shall become a delegate to the annual meeting of the Tennessee Federation of Democratic Women. Other delegates shall be elected at the general membership meeting preceding the state TFDW meeting.
Section 3. The Treasurer shall pay from the organization treasury the annual dues to the Tennessee Federation of Democratic Women by the last day of February of each year.
Section 4. The anticipated expense for the organization's President or designee to attend the state TFDW convention shall be budgeted each year. Participation in other events and any concomitant expenses shall require Board approval.
Section 5. In congruence with the TFDW Bylaws, in all campaign activities the DCDW shall be governed by the following regulations:
(a) DCDW acting as an organization shall not endorse or support the candidacy of any person for public or party office prior to nomination in the Democratic Primary, except when the Democratic nominee has no opposition.
(b) Members of the Board of Directors of DCDW and chapter members may be active on behalf of Democratic Primary candidates providing that no public attention is called to their connection with the TFDW or their Chapter.
ARTICLE X
DCDW GWEN MCFARLAND PAC
Section 1. Each member of this organization is a member of the DCDW Gwen McFarland PAC. The PAC is an independent entity and operates separately from DCDW. It is governed by its own set of bylaws.
Section 2. The DCDW Gwen McFarland PAC functions are to financially support Democratic nominees
for state and local offices that impact Davidson County and particularly promote women candidates.
Section 3. The DCDW Gwen McFarland PAC board shall consist of five members; four members elected by the PAC membership and one appointed by the presiding President.
Section 4. The DCDW Gwen McFarland PAC board must provide annual financial and operational reports to the DCDW board either by e-mail or at a scheduled meeting.
ARTICLE XI
DAVIDSON COUNTY DEMOCRATIC WOMEN/SHANNON WOOD SCHOLARSHIP
Section 1. Eligibility: Applicants must be college bound, high school seniors who identify as female, in Davidson County. Recipients will be chosen based upon their essays answering the question “What policy or law in the United States would you change and why?” Essays will be evaluated on creative and critical thinking, practical application, style and writing mechanics. Consideration will be given to financial need.
Section 2. The scholarship will be administered by the Community Foundation of Middle Tennessee. Applications may be made online to cfmt.org and are due each year on March 15th.
Section 3. The student with the winning essay will receive $500-$1,000 in a check made out to the college that she will attend. She will be recognized at the annual DCDW Independence Day picnic.
ARTICLE XII
SELECTION OF DEMOCRATIC WOMAN OF THE YEAR
Section 1. The honoree chosen as the Democratic Woman of the Year shall be at least eighteen (18) years of age, identify as female, and be a resident of Davidson County. The honoree must have donated an unusual number of hours, on more than one project over a period of years, that were a part of, or augmented the work of DCDW in a manner purposely designed either directly or indirectly, to help elect Democratic candidates.
Section 2. The process for selection of the honoree shall be by nomination from any member in good standing of the DCDW board. Nominations must be sent to the President of DCDW no later than July 15 and she shall send a list of all nominees to the Board members within ten days. The President shall accumulate votes for the nominee(s) via e-mail. In the event of a tie vote, the President shall vote to break the tie.
Section 3. The Democratic Woman of the Year shall be honored at the annual Women's Day Celebration, usually held in the month of October. A plaque or similar memento shall be presented to the honoree and a reasonable amount for purchase of this memento shall be included in the DCDW annual budget.
ARTICLE XIII
RULES: The rules contained in Robert's Rules of Order, Newly Revised, shall govern the organization in all cases to which they are applicable and are not inconsistent with the Bylaws of the organization.
ARTICLE XIV
AUDIT: An annual audit of the books shall be conducted by an audit committee appointed by the President. Final report to be made to the Board of Directors no later than February of the following year.
ARTICLE XV
AMENDMENTS OF THE BYLAWS: These Bylaws may be amended at any regular meeting provided the amendment has been presented at the preceding meeting and distributed to the membership at least one month in advance of the vote. A two-thirds vote of the members present and voting shall be required to amend the Bylaws.
These Bylaws were amended on June 17, 2021.
Kim Troup
_____________________________________
Kim Troup, President
Alma Sanford
_____________________________________
Alma Sanford, Recording Secretary
PREVIOUS BYLAWS
Approved August 20, 2020
ARTICLE I
NAME: The name of this organization shall be the Davidson County Democratic Women.
ARTICLE II
MISSION STATEMENT: The mission of the Davidson County Democratic Women is to encourage women to seek elected and appointed public offices, participate in civic, educational and political initiatives, and support the Democratic platform and the party nominees.
ARTICLE III
QUALIFICATIONS
Section 1. Any person who is a Democrat is eligible for membership in this organization.
Section 2. The annual dues shall be due and payable on January 1 of each year and, if unpaid, shall be delinquent on March 31 of that year. Dues paid before December 1 shall be deemed dues for that calendar year. Dues paid on or after December 1 shall be credited to the ensuing year.
Section 3. Fiscal year shall be from January 1 through December 31.
Section 4. For the purposes of voting on elective officers of the organization, eligible members shall be those whose dues have been paid for at least sixty (60) days prior to the election.
Section 5. Each member in good standing, upon request will be given an up-to-date copy of the organization's By-Laws.
ARTICLE IV
ELECTION OF OFFICERS AND DIRECTORS
Section 1. The officers of the organization shall be President, President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary. No one may serve as an officer who has not been enrolled in the organization for at least one (1) year prior to her nomination and must be a member in good standing.
Section 2. The president's tenure shall be limited to a one-year term but she is eligible to run again after at least a one-year break in service. Other officers may be re-elected for an additional one-year consecutive term but cannot be elected to that particular office again without a break in service. Except for the Treasurer, who can serve two consecutive terms.
Section 3. A slate of the following officers: President-Elect, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Membership Secretary and three (3)to Five (5) Directors shall be presented to the membership by the nominating committee at the October meeting or any social function in lieu thereof. Should for any reason the President-Elect be unable or unwilling to assume the Presidency, the nominating committee shall also present a name for President on the aforesaid slate.
Section 4. The election of officers and three (3) to five (5) Directors shall be held at the November meeting and nominations may be made from the floor. If there is more than one nominee for any office, said election shall be by standing vote or signed ballot. The term of office of newly elected officers shall begin January 1 following the election and shall end on the following December 31.
Section 5. The organization shall not endorse a candidate nor participate in a primary election.
ARTICLE V
DUTIES OF THE OFFICERS
Section 1. The President shall preside at all meetings of the organization; schedule regular board meetings; appoint all committees except as otherwise provided herein; appoint special committees when the same are necessary and perform all duties of President.
Section 2. The President-Elect shall perform the duties of the President in the absence or inability to serve, and shall also serve as Newsletter Chairperson. Should the President die, resign or become incapacitated, the President-Elect shall ascend to the office for the remainder of that term and shall also serve their term thereafter. Should the President-Elect die, resign or become incapacitated, the President shall forthwith issue a call in by mail or electronic mail to the membership that an election for that position will be held on a date certain at least thirty (30) days following the issuance of the call.
Section 3. The Vice President shall perform the duties of President should both the President and President-Elect be absent or unable to serve, and shall also serve as Program Chairperson.
Section 4. The Recording Secretary shall keep the minutes of all meetings of the organization, and the meetings of the Board of Directors. All records shall be kept of the organization, except those specifically assigned to others and a roll shall be kept of the membership of the organization.
Section 5. The Corresponding Secretary shall conduct the correspondence of the organization, and send out proper notices of all meetings by mail or electronic mail.
Section 6. The Treasurer shall keep an accurate account of all money received and disbursed, and shall provide sufficient copies of the report at each meeting for members in attendance to peruse. The dues shall be received and forward all such applications to the Membership Secretary. All disbursements shall be by check, and countersigned by the President.
Section 7. The Membership Secretary shall coordinate with the Treasurer on issuance of dues statements, receive from the Treasurer all membership applications, update membership files, prepare and distribute membership cards upon request only and file monthly membership reports with the President and coordinate the duties with the Treasurer.
Section 8. The At-Large Officers shall serve in an advisory capacity, as needed, to all standing committees. DCDW will request three (3) to five (5) at-Large officer candidates to be recruited/appointed by organizations such as the following:
TN Young Democrats
Middle TN Hispanic Democrats
TNDP Caucuses
Women for TN’s Future
AWAKE (Advocates for Women’s and Kids Equality)
NOW (National Organization for Women)
At Large officers chair ad hoc committees at the request of the President. Assumes other responsibilities as requested by the President.
Section 9. If an officer consistently neglects to attend or participate in the duties of their office for a period of three months the office shall be declared vacant by the Board of Directors.
ARTICLE VI
FUNCTIONS OF THE BOARD
Section 1. The Board of Directors shall consist of the elected Officers, the retiring President and Vice President and three (3) to five (5) Directors elected from the membership at large.
Section 2. The Board of Directors shall serve as the Executive Committee.
Section 3. The Function of this Board shall be to plan the business of the organization to be presented to the membership for their approval or disapproval, and to transact necessary business between regular meetings and shall meet at least monthly.
Section 4. The Board of Directors shall have the authority to make routine expenditures for ordinary operating expenses.
Section 5. Whenever a vacancy shall occur in any of the offices and except as designated in Article V, Section 2, the Board of Directors shall fill the vacancy. In case of the resignation or inability to serve of a Director elected from the membership at large, the vacancy shall be filled by the membership.
Section 6. A majority of the Board shall constitute a quorum.
Section 7. For issues which the Board of Directors would require resolution before the next scheduled board meeting, the Board is authorized to take votes electronically.
ARTICLE VII
MEETINGS
Section 1. The Board of Directors shall establish a schedule of regular meetings of the organization; designate a time and place and must be publicized to the membership at least two weeks in advance of any meeting by mail or electronic mail.
Section 2. Ten members shall constitute a quorum.
Section 3. Voting shall be by voice excepting when by a two-thirds vote of members present and voting, a ballot vote is indicated, and when required by Article IV above.
Section 4. The December meeting shall be the annual meeting, at which time election and installation of officers shall take place.
ARTICLE VIII
COMMITTEES
Section 1. The President may appoint ad hoc committees including but not limited to Legislative Reception, Membership Tea, Annual Picnic and Democratic Women's Day.
Section 2. The Chairpersons of said committees and their members shall serve at the pleasure of the President unless otherwise specified herein.
Section 3. Ad hoc committee chairpersons must present plans for any major activity to the Board for approval before any action can be taken.
Section 4. A nominating committee shall be selected at the September meeting each year. The President shall appoint one (1) of the elected members to serve as chairperson.
ARTICLE IX
TENNESSEE FEDERATION OF DEMOCRATIC WOMEN (TFDW)
Section 1. This organization shall be a member of the Tennessee Federation of Democratic Women.
Section 2. Each member of the Board of Directors of the organization shall become a delegate to the annual meeting of the Tennessee Federation of Democratic Women. Other delegates shall be elected at the general membership meeting preceding the state federation meeting.
Section 3. The Treasurer shall pay from the organization treasury the annual dues to the Tennessee Federation of Democratic Women by the last day of February of each year.
Section 4. The anticipated expense for the organization's president or designee to attend the state and national federation conventions shall be budgeted each year. Participation in other events and any concomitant expenses shall require Board approval.
Section 5. In congruence with the TFDW ByLaws, in all campaign activities of the DCDW shall be governed by the following regulations:
(a) DCDW acting as an organization shall not endorse or support the candidacy of any person for public or party office prior to nomination in the Democratic Primary, except when the Democratic nominee has no opposition.
(b) Members of the Board of Directors of DCDW and chapter members may be active on behalf of Democratic Primary candidates providing that no public attention is called to their connection with the TFDW or their Chapter.
ARTICLE X
DCDW GWEN MCFARLAND PAC
Section 1. Each member of this organization is a member of the DCDW Gwen McFarland PAC.
Section 2. The DCDW Gwen McFarland PAC functions are to financially support Democratic nominees for state and local offices that impact Davidson County and particularly promote women candidates.
Section 3. The DCDW Gwen McFarland PAC board shall consist of five members; four members elected by the PAC membership and one appointed by the presiding President.
Section 4. The DCDW Gwen McFarland PAC board must provide quarterly financial and operational reports to the DCDW board either electronically or a scheduled meeting.
ARTICLE XI
DAVIDSON COUNTY DEMOCRATIC WOMEN/SHANNON WOOD SCHOLARSHIP
Section 1. Eligibility: Applicants must be college bound, female, high school seniors in Davidson County. Recipients will be chosen based upon their essays answering the question “What policy or law in the United States would you change and why?” Essays will be evaluated on creative and critical thinking, practical application, style and writing mechanics. Consideration will be given to financial need.
Section 2. The scholarship will be administered by the Community Foundation of Middle Tennessee. Applications may be made online to cfmt.org and are due each year on March 15th. (NOTE: This has been changed to Feb 1st)
Section 3. The student with the winning essay will receive $500-$1,000 in a check made out to the college that she will attend. She will be recognized at the annual DCDW picnic.
ARTICLE XII
RULES: The rules contained in Robert's Rules of Order, Newly Revised, shall govern the organization in all cases to which they are applicable and are not inconsistent with the By-Laws of the organization.
ARTICLE XIII
AUDIT: An annual audit of the books shall be conducted by an audit committee appointed by the President. Final report to be made to the Board of Directors no later than February of the following year.
ARTICLE XIV
AMENDMENTS OF THE BY-LAWS: These By-Laws may be amended at any regular meeting provided the amendment/s has been presented at the preceding meeting and distributed to the membership at least one month in advance of the vote. A two-thirds vote of the members present and voting shall be required to amend the By-Laws.