BYLAWS OF THE
BERKELEY COUNTY REPUBLICAN EXECUTIVE COMMITTEE
Article I - Name
The name of this organization shall be the Berkeley County Republican Executive Committee, hereinafter also referred to as Executive Committee.
Article II - Purpose and Policy
Section A. Purpose
The purpose of the Executive Committee shall be to advance the principles and interests of the Republican Party in the county, state, and nation, by participating in political education that broadens the understanding of Republican aims in government; encouraging greater voter participation in the election process so that the best men and women may be nominated and elected; working to increase the number of registered Republicans in Berkeley County; encouraging Republicans to become candidates for public office; assisting in the election of Republicans in general elections; and carrying out the duties of the Executive Committee as set forth in these bylaws, the bylaws of the Republican State Executive Committee, and the West Virginia Code.
Section B. Policy
In a primary election, the Executive Committee shall remain neutral: it shall neither endorse nor oppose, work for or against, any candidate for nomination to the Republican ticket or the Republican Executive Committee. The Executive Committee chairman, who is spokesman, shall not publicly endorse or oppose any Republican candidate in the primary election. Other Executive Committee members and officers may endorse and support particular Republican candidates in the primary election provided they do so as individuals and not as Executive Committee members or officers. In a general election, the Executive Committee, its members and its officers, shall endorse, promote, and assist the Republican candidates.
Article III - Members
Section A. Election and Qualification
1. The registered Republican voters of each of the magisterial districts of Berkeley County, West Virginia, shall elect one male and one female resident of their district to membership on the Berkeley County Republican Executive Committee. This election occurs during the May primary every fourth year in non-presidential years. The next election shall occur in the year two thousand six. [WV Code '-3-1-9]
2. To qualify, members must be registered Republican voters and residents within the magisterial district from which elected. [WV Code '3-1-9]
Article III - Members (continued)
Section B. Installation
At an installation ceremony held after the organizational meeting, and before the first regular meeting, members shall take an oath, adopted by the Executive Committee, to support and carry out the purpose, policy, and all other provisions of these bylaws, the Bylaws of the Republican State Executive Committee, and the applicable provisions of the Code.
Section C. Term of Office
The term of office shall begin on the first day of July following the primary and shall continue for four years thereafter or until a successor is elected, unless a vacancy occurs from death, resignation, or disqualification. [WV Code '3-1-9; '3-1-10]
Section D. Resignation
1. Any member desiring to resign from the Executive Committee shall submit the resignation in writing to the secretary who shall immediately notify the chairman.
2. Absence by a member from three consecutive meetings shall be construed by the Executive Committee as an automatic resignation, except that a member shall not be counted absent when represented by proxy. The chairman and secretary shall provide a written notice, jointly signed, to any member who has missed two consecutive meetings without proxy representation.
3. Failure of a member to personally attend at least one Executive Committee meeting during a twelve-month period shall be construed by the Executive Committee as an automatic resignation.
Section E. Vacancy
1. Provided a quorum is present, any vacancy on the Executive Committee shall be filled by an appointment made by a majority vote of the members in attendance; proxy voting is prohibited when making appointments to the Executive Committee.
2. An appointment to the Executive Committee shall be for the unexpired term, and the member so appointed shall have, effective immediately upon appointment, all the rights and privileges of membership as if elected in a Primary. [WV Code '3-1-9] If the county Executive Committee is unable to fill the vacancy, the State Executive Committee has authority to fill it. [State Bylaws XV]
3. The chairman shall convene a meeting for the purpose of filling a vacancy within thirty days of the occurrence. At the meeting, any member may nominate a registered Republican who is a resident in the same magisterial district where the vacancy occurred and who is of the same sex as the member whose seat is vacated.
4. An elected committee member who temporarily moves to another place does not, by such removal, vacate the office, and remains at least a de facto member of the committee until removed by lawful authority. [WV Code, Goodwin v. County Court, 147 W. Va. 62] However, a committee member who permanently moves to a place outside Berkeley County is automatically disqualified by such move and vacates the office.
Section F. Duties
The Executive Committee members shall:
1. Perform the duties required to support and carry out the purpose and provisions of these bylaws, the bylaws of the Republican State Executive Committee, and the applicable provisions of the Code;
2. Regularly attend the meetings and support and participate in the activities;
3. Elect the officers and fill vacancies in the offices;
4. Fill vacancies on the Executive Committee;
Article III - Members (continued)
5. Fill vacancies on the district committees and perform duties relating to vacancies when districts are realigned following a decennial census [WV Code '3-1-9];
6. Name candidates to fill vacancies in the Republican Party's primary or general election ballots for public offices [WV Code '3-5-11; '3-5-19];
7. Whenever a vacancy occurs in a Republican delegate's seat in the West Virginia Legislature, through death, resignation, or other cause, and the delegate district lies solely within Berkeley County, choose three nominees to fill the vacancy and certify the names to the Governor within fifteen days after the vacancy occurs [WV Code '3-1-9; '3-10-5];
8. Nominate, in writing, poll clerks and election commissioners, and any alternates, as prescribed in the Code; meet to approve the county-wide list of nominees and alternates; and see that the list is filed no later than the 56th day before an election [WV Code '3-1-30 (a) & (b)];
9. Make a nomination to the Circuit Clerk for a Ballot Commissioner who is appointed between January 15 and January 30 in general election years [WV Code '3-1-19];
10. Nominate special commissioners to provide emergency absentee voting services and see that the nominations are filed no later than the 56th day before an election [WV Code '3-3-5];
11. Perform the Executive Committee responsibilities relating to the Mass Magisterial District Conventions that shall be held to choose delegates to the State Republican Convention to nominate presidential electors and candidates for specified offices. [WV Code '3-5-21];
12. When the Executive Committee appoints a new Treasurer, notify the Secretary of State of the name, address, and any other details required by the Secretary of State, in accordance with the Code, before accepting or expending any funds [WV Code '3-8-3];
13. Cooperate with the chairman, who is the chief executive officer of the organization responsible to the Executive Committee for the daily management and administration of its affairs;
14. Adopt an annual budget;
15. Annually appoint the Special Audit Committee;
16. Define the duties, set the term, establish any limitations and restrictions, and name the members of any special subcommittees that it wants to create; and
17. Perform all such other duties required by these bylaws, by the Code, or by the Republican State Executive Committee.
Article IV - Honorary Members
Section A. Definition
The title AHonorary Member@ is complimentary, and except when held by virtue of a public office, is perpetual. An Honorary Member has no duties and is not precluded from being or becoming an Executive Committee member or officer.
Section B. Program
The Executive Committee shall adopt a program to provide for bestowing upon persons honorary membership for notable service to the Executive Committee or to the Republican Party. This matter shall be referred to the Awards Committee for development and submission to the Executive Committee for approval.
Article IV - Honorary Members (continued)
Section C. Nominations
Any program adopted by the Executive Committee shall provide that nominations for honorary membership may be made by any member, and that all nominees must have Executive Committee approval prior to recognition.
Article V - Officers
Section A. Titles of Officers
The officers of the Executive Committee shall be a chairman, vice chairman, secretary, and treasurer.
Section B. Qualification
1. All officers must be registered Republican voters of Berkeley County and residents within the county.
2. The offices of chairman, vice chairman, secretary, and treasurer may be filled by: a) an Executive Committee member; or b) a person from outside the Executive Committee.
Section C. Appointments
The chairman, vice chairman, secretary, and treasurer shall be appointed by a majority vote of the members in attendance when a quorum is present; proxy voting is prohibited when appointing officers. A vacancy due to resignation shall be filled in the same manner.
Section D. Privileges
Any officer may participate in the discussions of the Executive Committee, but unless also a member, shall not have the right to make a motion or cast a vote.
Section E. Term
The term of office shall begin on the first day of July following the primary and shall continue for four years thereafter or until a successor is appointed following a vacancy occurring from death, resignation, or disqualification, or because of replacement (Article V, Section G). A vacancy or a replacement appointment shall be made for the unexpired term.
Section F. Resignation
Any officer desiring to resign from the Executive Committee shall submit a resignation in writing to the secretary who shall immediately notify the chairman. The chairman shall convene a meeting for the purpose of filling the vacancy within thirty days of the resignation.
Section G. Replacement
The Executive Committee may replace an officer at any time provided at least fifteen days' written notice of the meeting date, place, and time, at which the intended action is to be voted upon is given to the officer in question and to the members of the Executive Committee. The notice shall include the reason for the proposed action, and it shall fall within one of two categories: 1) non-performance of duty; or 2) violation of these bylaws. To replace an officer who has not resigned requires a two-thirds affirmative vote of the members. Proxy voting is prohibited when voting to replace an officer.
Section H. Duties Pertaining to All Officers
Officers shall perform the duties that usually appertain to their offices [WV Code '3-1-9], and shall:
1. Perform the duties required to support and carry out the purpose and provisions of these bylaws, the bylaws of the Republican State Executive Committee, and the applicable provisions of the Code;
Article V - Officers (continued)
2. Regularly attend the meetings and support and participate in the activities; and
3. Perform other duties that relate to the office or that may be required by these bylaws, by the Executive Committee, the Republican State Executive Committee, or the Code.
Section I. Specific Duties of the Chairman
The duties of the chairman shall be to:
1. Be the chief executive, responsible for the day-to-day management and administration of Executive Committee affairs, under the direction of the Executive Committee;
2. Preside at meetings of the Executive Committee and cast the deciding vote in the event of an equal division.The chairman must preside in a neutral manner and may take part in the discussions and
vote as a member only: 1) if also a member of the Executive Committee; and 2) if the chair is relinquished for that sole purpose;
3. Represent the Executive Committee at all times or designate a representative if the vice chairman is unable to serve;
4. Schedule meetings of the Executive Committee in advance of legal deadlines to enable members to perform duties that are theirs to perform;
5. Inform the members and officers of all notices, invitations, correspondence, or other material received; all correspondence addressed to the chairman specifically shall become part of the Executive Committee archives;
6. By virtue of the office, be a voting member of the State Executive Committee and keep the members informed of its deliberations and other activities;
7. Perform duties required of county executive committees by the Code when specifically authorized to do so by the Executive Committee;
8. Work with the Berkeley County Commissioners and the Executive Committee on the appointment of election commissioners and clerks;
9. Make sure that Executive Committee funds are collected and deposited by the treasurer in an institution that is a member of the Federal Deposit Insurance Corporation and approved by the Executive Committee, and that all financial reports are properly prepared and filed;
10. Nominate the members and designate the chairman of all standing subcommittees, and special subcommittees as appropriate, and make the appointments after the chairman and members are approved by the Executive Committee;
11. Serve as an ex officio non-voting member of all committees except as otherwise provided in Article XI ;
12. Present honorary memberships to persons approved by a vote of the Executive Committee;
13. Appoint a qualified attorney at law as General Counsel if approved by the Executive Committee (see Article VII) ;
14. Fill vacancies in poll worker and alternate lists should the Executive Committee fail to do so or when vacancies come open at the last minute;
15. If the Executive Committee fails to file nominations for a Republican Ballot Commissioner, for special commissioners for emergency absentee voting services, any vacancy on the primary or general election ballots, or for any positions for which the Executive Committee may appoint or recommend, the chairman has the authority to do so, but may not do so without having placed these items on the agenda of a meeting of the Executive Committee held at least five days in advance of the nomination or filing deadlines; and
Article V - Officers (continued)
16. Keep the vice chairman fully informed of all activities and meetings and request the vice chairman to
attend any meetings or events, including subcommittee meetings, that the chairman is unable to attend.
Section J. Specific Duties of the Vice Chairman
The duties of the vice chairman shall be to:
1. Perform the duties of the chairman in his/her absence or inability to serve, and such other duties as may be assigned by the chairman or the Executive Committee;
2. Assist the chairman in the performance of the duties of that office, including representing the Executive Committee at meetings or events and serving ex officio on subcommittees when requested by the chairman or in the chairman's absence or inability to serve; and
3. Maintain a planning calendar for the use of the members and the officers containing the official duties of the Executive Committee that require action be taken, as defined in these bylaws, the state bylaws, the Code, and the Executive Committee minutes. Descriptions of the tasks to be performed, current and future deadlines, particularly legal deadlines, and a recommendation for placement on the Executive Committee agenda shall be included.
Section K. Specific Duties of the Secretary
The duties of the secretary shall be to:
1. Conduct the roll call and keep track of the attendance and quorum at all Executive Committee meetings;
2. Keep complete and accurate minutes of meetings of the Executive Committee and make them available to members and officers of the Executive Committee upon request; written proxies shall be attached to the minutes of the specific meeting for which used;
3. Make sure that the minutes are open to inspection to registered Republican voters of the county [WV Code '3-1-9];
4. Make such reports as the chairman or the Executive Committee may require;
5. Be in charge of the necessary correspondence of the Executive Committee and inform the members and officers of all notices, invitations, correspondence, or other material received; all correspondence addressed to the secretary specifically shall become part of the Executive Committee archives;
6. Serve as archivist of all records and documents, of whatever type, of the Executive Committee, its officers and subcommittees, unless or until the Executive Committee delegates another member to perform this task; and
7. From the minutes, provide chairmen of special subcommittees with written instructions as to their duties (Article XI).
Section L. Specific Duties of the Treasurer
The duties of the treasurer shall be to:
1. Be sole receiver and disburser of Executive Committee funds;
2. Disburse funds only by checks co-signed by the chairman;
3. Deposit Executive Committee funds in one or more separate accounts in the name of the Executive Committee; the repository shall be a member of the Federal Deposit Insurance Corporation and approved by the Executive Committee;
4. Disburse day-to-day budgeted operating expenses in amounts under one hundred dollars; disburse other funds as directed by the Executive Committee;
Article V - Officers (continued)
5. Serve as an ex officio member of the Finance Subcommittee;
6. Work with the chairman, the finance and activities subcommittees, and the Executive Committee, to gather information for the annual budget, and prepare and submit the annual budget at the June meeting;
7. For all meetings and at other times as directed by the chairman or the Executive Committee, provide a written statement that contains the balance in the account(s) of the Executive Committee as of the last report, each receipt and each disbursement since the last report, and the current balance as of the date of the report;
the treasurer shall also review and report on the relationship of the actual income and expenses to the budget, and may not expend any funds that exceed budgeted amounts without specific authorization from the Executive Committee;
8. By January 1 of each year, submit the books for the annual audit to the Special Audit Subcommittee;
9. Prepare and submit all of the financial statements and reports required by Code to the Secretary of State's office, with a copy to the Executive Committee for review and archiving; and
10. Be responsible for keeping the fees paid for the organization's post office box so that the Executive Committee's regular mailing address is maintained.
Article VI - Parliamentarian
Section A. Appointment
1. The parliamentarian, an unpaid position, shall be appointed by the chairman. A vacancy shall be filled in the same manner.
2. The parliamentarian cannot be a member of the Executive Committee.
Section B. Specific Duties
The duties of the parliamentarian shall be to:
1. Advise the chairman upon issues of procedure at meetings of the Executive Committee; and
2. Perform such other duties related to the position as requested by the chairman.
Article VII - General Counsel
The chairman of the Executive Committee may appoint a General Counsel upon approval by the Executive Committee. The General Counsel, who shall be an attorney at law, shall advise the chairman and Executive Committee upon legal matters, but shall not be an officer.
Article VIII - Meetings
Section A. Organizational Meeting
1. As soon as possible after the May Primary Election results are certified, but not later than the first day of July, the retiring chairman shall convene an organizational meeting and the members shall proceed to elect officers. In the event there is no outgoing executive committee, the organizational meeting may be called by
any member. The organizational meeting may be conducted prior to the beginning of the term, but no official action other than the election of officers and the filling of vacancies on the Executive Committee may be made before the first day of July. [WV Code '3-1-9]
Article VIII - Meetings (continued)
2. At this meeting, the Training Committee shall provide each new member with a member handbook containing: 1) current bylaws of the Executive Committee; 2) current bylaws of the State Executive Committee; 3) any Special Rules of Order adopted by the Executive Committee; 4) any Forms adopted by the Executive Committee; 5) a copy of the sections of the West Virginia Code that pertain to the Executive Committee; 6) the current planning calendar of the Executive Committee; 7) a list of current members and officers with addresses and telephone numbers; 8) a list of all subcommittee chairmen with addresses and telephone numbers; and 9) a copy of the Oath of Office. The Executive Committee may elect to add other
informational documents to the handbook. These handbooks are the property of the Executive Committee and shall be delivered to the Executive Committee by departing members.
Section B. Regular Meeting Times
1. The Executive Committee shall establish a regular meeting day and time.
2. In an election year, regular meetings of the Executive Committee shall be convened monthly, November and December excepted.
3. In off years, the Executive Committee shall meet at least every other month, November and December excepted. Off year meetings shall be held in February, April, June, August, and October.
Section C. Special and Emergency Meetings
Special and emergency meetings of the Executive Committee may be convened either by the chairman or upon a written request submitted to the chairman that is signed by any four members of the Executive Committee.
Section D. Meeting Notices
1. A written notice of the meeting time and place, to include the agenda and the minutes of the previous meeting, shall be provided by the chairman to each member, officer, standing subcommittee chairman, and special subcommittee chairman as necessary, at least five days in advance of each regular or special meeting of the Executive Committee, unless notice is made instead in accordance with the provisions of Section D-2 hereof.
2. An e-mail notice at least five days in advance of any regular or special meeting may constitute formal notification when authorized in advance by the individual recipient and when followed up by a personal contact or telephone call by the chairman at least twenty-four hours prior to the meeting. Such notice must include the meeting time and place, the agenda, and the minutes of the previous meeting.
3. In cases of an emergency meeting, the chairman shall call the meeting by personal contact or telephone call to each member and officer at least twenty-four hours prior to the meeting.
Section E. Public Notice of Meetings
1. Meetings of the Executive Committee shall be held only after public notice and notice to each member is given according these bylaws and shall be open to all members affiliated with the Republican party . [WV Code '3-1-9]
2. Regular or Special Meetings : Public notice shall be given at least five days in advance of any meeting. The chairman shall be responsible for placing the public notices in the local media.
3. Emergency Meetings : Notice shall be posted on the bulletin board inside the Court House front door and announced through the local media whenever possible.
Section F. Voting Body
1. Executive Committee members constitute the voting body, and each member shall have one vote. The chairman of the Executive Committee, however, who is the presiding officer, shall cast a deciding vote whenever there is an equal division.
Article VIII - Meetings (continued)
2. When the chairman is also a member, he or she may not participate in the discussions or vote as a member unless he/she relinquishes the chair for that purpose.
3. Whenever a chairman relinquishes the chair, the person taking the chair assumes all of the obligations and privileges of that office while presiding.
4. Proxy voting shall be permitted, but only in accordance with the provisions of Article VIII, Section H.
Section G. Quorum, Controlling Vote, and Conduct of Business
1. A quorum at any regular or special meeting shall consist of fifty percent of the members plus one. A proxy shall not count toward the quorum. In absence of a quorum, a meeting may continue, but no business can be transacted.
2. A majority shall constitute a controlling vote upon any action or resolution except for: a) actions to replace an officer; b) amend the bylaws; c) adopt or amend special rules of order; or d) conduct business other than that which was included on the written agenda.
3. A two-thirds vote shall be required to a) amend the bylaws, b) adopt special rules of order; c) replace an officer; or d) conduct business other than that which was included on the written agenda (or as stated in the telephone call for an emergency meeting). Proxy voting shall be prohibited in each of these instances.
4. Meetings shall be conducted according to these bylaws, all official actions shall be made by voice vote, and minutes shall be maintained and shall be open to inspection by members affiliated with the Republican Party. [WV Code '3-1-9]
Section H. Proxy Voting
1. Proxy voting shall be permitted, except when voting to:
a) amend the bylaws;
b) adopt or amend special rules of order;
c) fill vacancies on the Executive Committee;
d) appoint or replace an officer;
e) conduct business other than that included on the written agenda;
f) appoint a Ballot Commissioner(s);
g) make appointments to any district committees; or
h) make any other appointments or recommendations for appointments to a party or political office,
including public office
2. Up to three times in a calendar year, a member may give a proxy for a specific meeting. A proxy may be given to a) another member; b) an officer; or c) to a registered Republican who resides within the same district the member represents.
3. No person shall hold more than one proxy at any meeting.
4. A proxy may be one of three types: 1) general; 2) issue-specific; or 3) a combination of general and issue specific. A general proxy is one that gives the holder the authority to act in a member's stead without limitation or restriction, as if a member. An issue-specific proxy is one whereby the holder must vote the member's stated position, yea or nay, on the issues set forth by the member on the proxy, and may not vote upon any other matter that may arise. A combination proxy is one whereby the holder must vote the member's position(s) on designated issues, but is empowered to act in a member's stead on other matters that may arise.
5. Members are encouraged to use a copy of the official Executive Committee Proxy Form No. BCREC01 that is contained in the member handbook. A proxy in any other format must contain the following essential elements: 1) the name of the organization; 2) the date of the meeting for which the proxy is being given; 3) the printed name and the dated signature of the Executive Committee member giving the proxy; 4) the
Article VIII - Meetings (continued)
printed name of the person receiving the proxy; and 5) the type of proxy being given, either general, issue-specific, or combination; if the proxy is issue-specific or a combination proxy, a listing of the issues and voting instructions must be included. A proxy may be handwritten or typed.
6. Proxies shall be submitted to the secretary prior to or during the roll call, or upon arrival if the roll call has already been taken. If a member must leave prior to adjournment, the member may deliver a proxy to the secretary. The results of the roll call shall be revised and announced as necessary, but late arriving proxy votes are never retroactive to Executive Committee business previously disposed of.
7. The secretary shall verify that each proxy contains the essential elements of a proxy as defined in Article VIII, Section H, item 5, of these bylaws. If the secretary announces that a proxy does not contain the essential elements of a proxy, or if a proxy is questioned by any member, it shall be made available to the chairman and members for examination, and the Executive Committee shall determine its validity. The Executive Committee may not accept a proxy that fails to meet the requirements of these bylaws.
8. Prior to each vote taken, the secretary shall announce the proxy holders present who are eligible to cast a vote.
Article IX - Order of Business
After the opening exercises, the order of business at any meeting of the Executive Committee shall be as follows:
Roll Call of members (by district) and of officers
Approval of the minutes
Filling any vacancies
Election of Officers
Reports of Officers
Reports of standing subcommittees
Reports of special subcommittees
Deferred business
New business
Suggestions for the good of the committee
Adjournment
Article X- Records
Section A. Delivery of Records
Members, officers, and subcommittee chairmen shall act as custodians of records, files, and properties of the Executive Committee in their possession, including any information or records on a computer, and shall deliver them, at the conclusion of their terms to their successors at the organizational meeting or at the next meeting where their successor is to be appointed, or in the case of a special subcommittee chairman, the meeting at which the final report is to be made. If no successor is appointed, then delivery shall be made to the secretary.
Section B. Access to Records
Executive Committee records, including computer records, that are maintained by members, officers, or subcommittee members, shall be available to the Executive Committee upon call, and to individual members, officers, or subcommittee chairmen when required in the performance of their duties and if approved by the Executive Committee.
Section C. Archives
All records of the Executive Committee shall be archived with the secretary or other member appointed by the Executive Committee. The archived records shall be kept for two election cycles at a location to be determined by the Executive Committee.
Article XI - Subcommittees
Section A. General
1. There shall be two categories of subcommittees, standing and special. All subcommittees shall report to and be responsible to the Executive Committee.
2. All subcommittees shall be composed of three or more members.
3. All subcommittee members must be registered Republican voters in Berkeley County and residents within the county.
4. The chairman shall be an ex officio non-voting member of all standing and special subcommittees. However, on any subcommittee where the chairman elects to participate, the committee members may elect to extend voting rights to the chairman. A quorum of a subcommittee shall be a majority of its members, excluding the chairman, and issues shall be decided by majority vote.
5. Subcommittees shall, in the performance of their duties, be subject to these bylaws, to any applicable provisions of the Code, and to the Executive Committee.
6. All subcommittee chairmen shall make regular reports to and obtain approval from the Executive Committee before proceeding with any project not previously authorized.
Section B. Standing Subcommittees
1. The chairman shall nominate the members and designate the chairman of all standing subcommittees and proceed to make the appointments upon approval of the Executive Committee.
2. The standing subcommittees shall be:
a) Activities
b) Awards
c) Bylaws
d) Database
e) Finance
f) Recruitment
g) Registration
h) Research
i) Training
j) Website
3. Duties of Standing Subcommittees
a) The Activities Subcommittee shall plan and carry out dinners, receptions, and other activities or functions to be sponsored by the Executive Committee, and shall work in conjunction with the Finance Committee on fund-raising affairs.
b) The Awards Subcommittee shall review and recommend criteria for awards, including an honorary membership program. Criteria for honorary membership shall include the purposes, titles, and categories of honorary membership, and the selection and recognition process.
c) The Bylaws Subcommittee shall review the bylaws at least once during a four-year term, or anytime upon the request of the Executive Committee, and present any suggested amendments or revisions to the Executive Committee.
d) The Database Subcommittee shall be responsible for maintaining a database of all registered voters in Berkeley County to be utilized by the Executive Committee in its mailings or by Republican
Article XI - Subcommittees (continued)
candidates. Candidates shall be required to pay for the expenses of any printouts or labels provided at
rates that shall be established by the Executive Committee after review of the recommendation of the subcommittee.
e) The Finance Subcommittee shall prepare a plan and work to secure the funding for the budget of the Executive Committee. It shall work with the Activities Subcommittee on fund-raising affairs. The Treasurer shall be an ex officio member of the Finance Subcommittee.
f) The Recruitment Subcommittee will work continuously to identify prospective volunteers, candidates for public office, and persons to fill vacancies in the Executive Committee or in officer positions.
g) The Registration Subcommittee shall endeavor to maintain voting registration of all Republicans residing in Berkeley County and continue to register new Republicans. This committee shall work closely with the Database Subcommittee.
h) The Research Subcommittee shall work continuously to develop files from media, public records, and other resources to identify issues and the performance of opposition parties, their candidates and office holders, including stated positions on issues, voting records, and any other activities of interest to assure election of Republicans.
i) The Training Subcommittee shall keep the members of the committee, candidates, election officials, and volunteers informed and train these individuals to better perform their duties, or in the case of candidates, to win elections. Efforts may include the recruitment of speakers and the holding of seminars. This subcommittee shall be responsible for the production, presentation, and maintainance of the member handbook as defined in Article VIII, Section A. 2 of these bylaws.
j) The Website Subcommittee shall maintain the Executive Committee website, posting meeting and activities notices, candidate events, a calendar of public events, and other items as approved by the Executive committee. No candidate information may be provided during the Primary Election except a listing of all candidates and the offices for which they are running.
Section C. Special Subcommittees
1. The duties of special subcommittees shall relate to the matters indicated by their titles. The chairman or the Executive Committee may initiate the creation of special subcommittees. If the Executive Committee creates a special subcommittee, it shall reserve the right to name the chairman and the members and define the duties. All other special subcommittees shall be created, defined, and appointed by the chairman upon the approval of the Executive Committee.
2. Special subcommittees shall have limited and designated terms, and they may be terminated at any time by the Executive Committee or by the chairman with approval of the Executive Committee.
3. The title, duties, term, limitations, and requirements of a special subcommittee shall be defined in the motion to approve and shall be recorded in the minutes by the secretary. Within five days of the meeting, the secretary shall provide to the chairman of a special subcommittee a written job description taken from the Executive Committee minutes.
4. A Special Audit Subcommittee shall be appointed annually to perform an audit of the books during the month of January, with the report to be due at the next scheduled meeting. The Executive Committee shall appoint the Special Audit Committee at its October meeting.
Article XII - Headquarters
The headquarters of the Executive Committee shall be in Berkeley County, West Virginia, and a post office box shall be established and maintained in Martinsburg, West Virginia. The chairman, vice chairman, and secretary shall have keys to the box.
