Onslow County Republican Men's Club BYLAWS
Revised, Amended, and Approved on:
Jan 5, 2023
ONSLOW COUNTY REPUBLICAN MEN’S CLUB BYLAWS
TABLE OF CONTENTS
ARTICLE I – Club Name --------------------------------------------------------------------------------------- 4
ARTICLE II – Objectives --------------------------------------------------------------------------------------- 4
ARTICLE III – Club Policies ----------------------------------------------------------------------------------- 4A. Requirements ------------------------------------------------------------------- 4 B. Fiscal Year ------------------------------------------------------------------- 5C. Standing Rules ------------------------------------------------------------------- 5D. Meetings ------------------------------------------------------------------- 5E. Endorsement Policies --------------------------------------------------------- 6F. Dissolution of OCRMC --------------------------------------------------------- 6G. Removal of OCRMC from NCFRM Membership --------------------------- 7H. Reinstatement of OCRMC to NCFRM Membership ----------------------- 7
ARTICLE IV – Membership ------------------------------------------------------------------------------------- 7A. Categories and Eligibilities ------------------------------------------------------ 71. Regular Members --------------------------------------------------------- 82. Associate Members --------------------------------------------------------- 83. Honorary Members ------------------------------------------------------------ 84. Non-voting Ex Officio / Non-voting Membership ----------------------- 8B. Dues ---------------------------------------------------------------------------------- 8C. Membership Roster Privacy ---------------------------------------------------- 9D. Removal from Membership and Method of Reinstatement -------------- 9
ARTICLE V – Officers and Their Duties -------------------------------------------------------------------- 9A. Officers ----------------------------------------------------------------------------- 9B. Terms of Office -------------------------------------------------------------------- 10C. Duties of Officers -------------------------------------------------------------------- 101. President ------------------------------------------------------------------------ 112. Vice President ------------------------------------------------------------------- 113. Secretary ------------------------------------------------------------------------ 114. Asst. Secretary------------------------------------------------------------------- 125. Treasurer ------------------------------------------------------------------------ 126. Asst. Treasurer ------------------------------------------------------------------ 12D. Resignation from Office ---------------------------------------------------------- 13E. Removal from Office -------------------------------------------------------------- 13F. Vacancies ---------------------------------------------------------------------------- 13G. Records ------------------------------------------------------------------------------- 13
ARTICLE VI – Executive Board --------------------------------------------------------------------------------- 13A. Membership ------------------------------------------------------------------------- 13B. Duties ---------------------------------------------------------------------------------- 14C. Meetings ------------------------------------------------------------------------------- 14D. Quorum --------------------------------------------------------------------------------- 14 ARTICLE VII – Committees ------------------------------------------------------------------------------------- 14A. Standing Committees ------------------------------------------------------------- 141. Types ------------------------------------------------------------------------------ 152. Chairs ------------------------------------------------------------------------------ 153. Term ------------------------------------------------------------------------------ 154. Members ------------------------------------------------------------------------- 155. Plans of Action ------------------------------------------------------------------ 156. Meetings --------------------------------------------------------------------------- 157. Records --------------------------------------------------------------------------- 158. Areas of Responsibility ------------------------------------------------------- 15a. Bylaws ----------------------------------------------------------------------- 15b. Campaign ------------------------------------------------------------------ 15c. Fundraising ----------------------------------------------------------------- 16d. Legislative -------------------------------------------------------------------- 16e. Membership ----------------------------------------------------------------- 16f. Program --------------------------------------------------------------------- 16g. Public Relations ----------------------------------------------------------- 17B. Special Committees --------------------------------------------------------------- 171. Types ------------------------------------------------------------------------------ 172. Chairs ------------------------------------------------------------------------------ 173. Term ------------------------------------------------------------------------------ 174. Members ------------------------------------------------------------------------- 175. Meetings ------------------------------------------------------------------------- 176. Records -------------------------------------------------------------------------- 177. Areas of Responsibility -------------------------------------------------------- 17a. Audit ------------------------------------------------------------------------- 18b. Events ------------------------------------------------------------------------ 18c. Hospitality--------------------------------------------------------------------- 18C. Special Services Appointees ---------------------------------------------------- 181. Types ----------------------------------------------------------------------------- 182. Areas of Responsibilities ---------------------------------------------------- 18a. Chaplain -------------------------------------------------------------------- 18b. Historian -------------------------------------------------------------------- 19c. Parliamentarian ----------------------------------------------------------- 19d. Timekeeper ------------------------------------------------------------------ 19
ARTICLE VIII – Nominations and Elections ---------------------------------------------------------------- 19A. Nominating Committee ---------------------------------------------------------- 19B. Nominations ------------------------------------------------------------------------- 20C. Elections ------------------------------------------------------------------------------ 20D. Transitions ----------------------------------------------------------------------------- 20E. Records ------------------------------------------------------------------------------- 21F. Installation of Officers --------------------------------------------------------------- 21
ARTICLE IX – Parliamentary Authority --------------------------------------------------------------------- 21
ARTICLE X – Amendments ---------------------------------------------------------------------------------- 21
ONSLOW COUNTY REPUBLICAN MEN’s CLUBa member of the North Carolina Federation of Republican Mensince 1972(Mr. Pruitt will provide date)
BYLAWSas revised, amended and approvedat the OCRMC Meeting, 05 Jan 23, in Jacksonville, N.C.
ARTICLE IClub Name
The name of this organization shall be the Onslow County Republican Men’s Club, hereafter referred to as the OCRMC, or the Club.
ARTICLE IIObjectives
The bylaws and objectives of the OCRMC shall be consistent with those of the North Carolina Federation of Republican Men, hereafter referred to as the NCFRM.
The objectives of the OCRMC shall be:
• to promote an informed public through political education and activity.
• to increase the effectiveness of men in the cause of good government through active political participation in the political progress.
• to contribute and support the objectives and policies of the NCFRM.
• to facilitate cooperation among the NCFRM, OCRMC, and other Republican local clubs.
• to encourage loyalty to the Republican Party, uphold the objectives and policies of the Republican National Committee (RNC) and the North Carolina Republican Party (NCGOP), and support the election of Republican candidates, particularly Republican Men, in all elections including non-partisan elections.
• to promote the principles of freedom, equality, and justice upon which the Constitutional government of this country is founded.
ARTICLE IIIClub Policies
A. Requirements
1. The Club shall support the bylaws and objectives of the NCFRM and maintain OCRMC Bylaws that do not conflict with the NCFRM Bylaws.
2. The OCRMC Bylaws shall provide for the bi-annual formation of a Nominating Committee whose sole responsibility is to present to the Regular membership a slate of officers to continue the work of the Club.
3. The OCRMC shall be in good standing with the NCFRM, specifically current with dues and service charges; have ten or more members; have elected club officers; hold at least eight meetings either in person or electronically within the fiscal year.
4. In addition to the apportioned dues and annual service charge, the OCRMC shall also send via electronic means a complete roster of members in good standing to the NCFRM Assistant Treasurer. This list is to be sorted alphabetically by last name and telephone numbers and email addresses.
5. Every odd-numbered year, the OCRMC President must submit the Club’s current Bylaws to the NCFRM Bylaws Committee by January 31 of that year to be eligible to participate in the NCFRM’s Biennial Convention.
B. Fiscal Year
The OCRMC fiscal year shall be January 1 through December 31.
C. Standing Rules
The OCRMC Standing Rules are an integral supplement to the OCRMC Bylaws, providing the administrative procedures by which the Bylaws are carried out.
D. Meetings
1. RegularThe OCRMC shall hold monthly meetings at a time and place designated by the President with the advice and consent of the Executive Board. Members will be notified of the meeting time and location, as well as any modification, via email, text, Club Facebook page, or telephone.
2. SpecialThe Executive Board may call a special meeting of the Club membership. The purpose of such a meeting shall be specified at the time the members are notified, and no other business may be transacted at that meeting. A minimum of five (5) days advance notice shall be given to all members for any special meeting. Notification shall be made via email, text, or telephone. If membership is unable to gather physically, a virtual conference method may be utilized.
3. TimekeeperThe President may appoint a timekeeper for all meetings to ensure speakers keep to the time allotted.
4. SpeakersNon-Republican political candidates, political office holders, party officials or their representatives shall not be allowed to address the group or distribute political materials at OCRMC meetings unless invited.
5. MotionsOnly members of the voting body may introduce motions. When applicable, a member of the same committee which initiated the motion shall not second the motion being considered.
6. GuestsGuests in attendance shall not be allowed time at the podium or to participate in any discussions regarding Club business or motions under consideration.
7. QuorumOne-third of the total Regular Members in good standing shall constitute a quorum for all regular and special meetings. Proxy voting is not permitted, electronic voting would be allowed if prior notice and arrangements has been made by the Executive Board.
E. Endorsement Policies
1. Should the President or Campaign Committee Chair run for office, publicly endorse a candidate in a primary, or be employed by a candidate campaign in a primary, he must step down from his position until after the primary.
2. A simple majority of Club members is required to consider endorsements in a primary or nonpartisan election, voting to endorse a candidate requires a 2/3 majority for approval. The following process will be followed to ensure all club members can participate. A notice will be sent to members giving the meeting date, time and location via electronic means or U. S. mail. Notice must be sent ten (10) days prior to the meeting.
3. Any other individual member of the OCRMC may work for the candidate of their choice in contested Republican primaries, but not in the name of the OCRMC or NCFRM.
4. An officer other than the OCRMC President, who is a candidate for elected office, or whose spouse or family member is a candidate, shall be exempt from this rule. However, they may not promote the candidate in the name of the OCRMC or use the Club’s logo or stationery.
5. Neither the OCRMC, nor an individual member, shall advocate a split ticket, support an opposition party candidate, or act against the policies or bylaws of the OCRMC, or NCFRM. Should an OCRMC elected officer endorse or support a candidate on an opposition ticket, he must immediately resign his office.
6. No endorsement or evidence of support by any member shall be issued using the OCRMC affiliation or logo, without the approval of the OCRMC.
7. Donations by the Club to candidate campaigns will only be made after the primary season has ended subject to the approval of the membership.
F. Dissolution of the OCRMC
1. If the OCRMC is considering disbanding, the Club President must notify the NCFRM President of this intention so the NCFRM may advise the Club on how best to proceed. The NCFRM President is responsible for notifying the NCFRM Treasurer, Assistant Treasurer, and Regional Vice President.
2. The OCRMC may be dissolved by a two-thirds vote of the membership at any regular or special meeting, provided that the intention to dissolve has been submitted in writing to the NCFRM and to all members of the OCRMC at least thirty days prior.
3. In the event of dissolution, the OCRMC Executive Board shall, after payment of all its liabilities, forward any remaining assets to the NCFRM. No funds shall be distributed to any member or officer of the OCRMC.
4. The right to use the name of the OCRMC shall revert to the NCFRM.
5. The minutes of the meeting where the OCRMC membership has agreed to its dissolution shall be sent to the NCFRM President.
6. The North Carolina State Board of Elections & Ethics Enforcement (NCBOE) must be notified and Form CRO 3400 must be completed and sent to the NCBOE.
7. Once all outstanding checks have cleared, the final check must be made payable to the NCFRM in the amount of the final bank account amount.
8. Once the check has cleared, the NCFRM will notify the OCRMC Treasurer to close the account.
G. Removal of the OCRMC from NCFRM Membership
The OCRMC may be removed from membership in the NCFRM by a two-thirds vote of the NCFRM Executive Committee for the following reasons:1. Non-payment of dues and service charges.
2. Failure to maintain the membership requirements and qualifications.
3. Affiliation with any political organization which is not officially recognized as a part of the NCFRM.
H. Reinstatement of the OCRMC to NCFRM Membership
The OCRMC, after being dissolved or removed from membership, may apply to the NCFRM Executive Committee to be reinstated. The NCFRM Executive Committee shall determine the criteria for reinstatement. A two-thirds vote of the Executive Committee is required for reinstatement.
ARTICLE IVMembership
A. Categories and Eligibility
1. Regular Members
a. Any man who is a registered Republican in the county of Onslow County of North Carolina; who believes in the philosophy of the Republican Party; and who accepts and advocates the objectives and policies of the OCRMC shall be eligible for membership.b. A member in good standing shall be one who is current with his membership dues. c. Only Regular Members in good standing can be counted for a quorum.d. Regular Members are automatically members of the NCFRM.e. Each application for membership is subject to review, applicant will have an interview with at least three members from the OCRMC Executive Board. f. After their report to the full Committee, approval shall be granted by the positive vote of the majority of the OCRMC Executive Board then holding office.
2. Associate Members
a. Republican men/women who have regular membership in a different federated local club or live outside of Onslow County, NC are eligible for Associate Membership in OCRMC upon payment of the required annual dues.i. Associate Members in this category have a voice, but cannot hold office, vote, be counted for a quorum, or be counted for the purpose of determining the number of delegates to the NCFRM meetings or conventions.ii. Each application for membership is subject to review and approval by the OCRMC Executive Board.iii. Each year the Executive Committee shall review its membership and evaluate the contributions of each Member to the Club and the Conservative Cause. Should a majority of Committee members determine that a Club Member has not contributed positively to the Club that individuals Membership shall not be renewed.
3. Honorary Members
i. Honorary membership may be awarded annually by the Executive Committee to any Republican not eligible for regular membership who has made an exceptional contribution to or impact in local, state or national politics.
4. Non-voting EX Officio / Non-voting Membership
i. Chairperson of Onslow County Republican Party.
B. Dues
1. Regular and Associate Member yearly dues shall be established by November of each year and will be due and payable on or before January 1 of each year. A portion of the dues collected from Regular Members are required to be sent to the NCFRM for membership in that organization. (2.00 per member)
2. Dues amounts paid by any member joining the OCRMC in the first quarter: 25.00 / second quarter: 20.00 / third quarter: 15.00 and fourth quarter: 10.00. Associate member dues are 15.00 throughout the year. Dues for any member applying for reinstatement will remain at $25.00.
3. Dues must be paid currently for a Club Member to vote on any issue. To vote in the election of Club Officers and Directors an individual must have paid all required dues and have been approved as a Club member on or before October 1, preceding the election.
4. To qualify as an active Member all participants are asked to donate at least eight (8) hours per year of community service in the name of the Club. Failure to do so without an acceptable excuse shall be considered grounds for review of their membership. 5. A courtesy reminder email will be sent to any member who has not paid her/his dues by January 31. Anyone failing to pay her/his dues by February 28 will be removed as a member in good standing and will be contacted by phone. Dues not paid by March 31 will be considered delinquent and removed from membership roster.
6. A member “in good standing” is described as one whose dues are current.
C. Membership Roster Privacy
1. The NCFRM and OCRMC Membership Rosters are the proprietary and confidential property of the NCFRM and OCRMC, respectively. The information contained therein is intended for use of the OCRMC and NCFRM exclusively.
2. The Roster may be used only for OCRMC activities and viewed only by Executive Board members of the OCRMC.
3. Roster information should not be shared with outside political or non-political entities.
4. Any misuse of either the NCFRM or OCRMC Rosters for personal benefit, financial gain or wrongful distribution shall constitute grounds for expulsion from the OCRMC, and NCFRM.
5. The OCRMC Roster shall be updated monthly as additions or changes necessitate.
D. Removal from Membership and Method of Reinstatement
1. Any member may be removed from membership by a two-thirds vote of the Executive Board:
a. for changing her/his registration to an opposing political party will be immediate and not require a vote.
b. by actions detrimental to the OCRMC, OCRP, NCFRM, NCGOP, and/or RNC.
c. for advocating a split ticket, supporting an opposition party candidate, or acting against the policies or bylaws of OCRMC and NCFRM.
2. A member may be reinstated by a two-thirds vote of the Executive Board providing the reason(s) for removal has(have) been corrected.
ARTICLE VOfficers and Their Duties A. Officers
1. The Elected Officers of this Club shall consist of:a. Presidentb. Vice-Presidentc. Secretaryd. Asst. Secretaryd. Treasurere. Asst. Treasurer f. Immediate Past Presidentg. Current elected or appointed public officials are ineligible to serve as members of the Executive Board and any other position deemed necessary by the Executive Board to fulfill the obligations of the Club. h. Officers and Directors shall be elected as defined in Art. VIII C, Officers and Directors may serve consecutive terms in the same office.
2. Each Elected Officer shall be an active, Regular Member in good standing of the OCRMC and shall not hold office or chair a committee in another Republican men’s club simultaneously. B. Terms of Office
1. Officers and Directors shall be elected as defined in Article VIII.C at the November meeting and installed at the December meeting. They shall serve for a term of two (2) years or until their successors are duly elected and installed. Officers will take over immediately after installation.
2. No Officer shall hold more than one office at any time. No Officer is eligible to serve more than two consecutive terms in the same office, unless he has filled the unexpired term of his predecessor, or if the position is unable to be filled for the lack of membership availability.
C. Duties of Officers 1. President
a. shall preside over all OCRMC regular, special and Executive Board meetings, ensuring that there function is in accordance with parliamentary procedures, bylaws and standing rules.
b. shall formulate an annual program of action.
c. shall work with the Treasurer to prepare an annual budget, which shall be presented to the Executive Board for approval and the general membership for adoption.
d. with the advice and consent of the Executive Board, shall appoint chairs for all Standing and Special Committees, except for the Nominating Special Committee.
e. shall serve as ex-officio member of all committees, not including the Nominating Special Committee. He shall not count towards a quorum.
f. shall designate Special Services individuals, such as Parliamentarian, Chaplain, and Historian.
g. the checking account should require two signatures for all checks an amount shall be stated that requires board or membership approval.
h. shall actively represent the OCRMC on the NCFRM Board of Directors, as specified in the NCFRM Bylaws.
i. shall attend NCFRM meetings and share the information gleaned with Club members at the next monthly meeting, encouraging participation in all NCFRM events and projects.
j. shall always represent the OCRMC. If he is unable to do so, the President should designate a member of the Executive Board as his representative.
2. Vice President
a. shall perform the duties of the President in his absence.
b. shall serve as Chair of the Program Committee, arranging for all speakers at all regular meetings with the suggestions and consent of the Executive Board.
c. shall serve as Co-Chair of the Membership Committee safeguarding all new applications for membership and forwarding all new membership dues as soon as they are received to the Treasurer. He shall also work with the Secretary to keep the membership roster current and ensure that reminders for delinquent dues are sent as necessary. The Vice President shall work with the Co-Chair of the Membership Committee to ensure all new applicants are vetted. The Vice President is responsible for presenting the vetted applications to the Executive Board for approval.
d. shall perform such other duties as may be assigned by the President.
3. Secretary
a. shall email a reminder to the membership of all regularly scheduled meetings 3-7 days in advance.
b. shall electronically notify the membership of any changes to the scheduled dates, times and locations for the meetings as stated in the Standing Rules as soon as those changes are known.
c. shall notify all Executive Board members of the date, time, and location of all Executive Board meetings at least five days in advance.
d. shall keep accurate records of the Regular, Special and Executive Board meetings and issue the Minutes of all meetings within 10 business days thereafter.
e. working with the Treasurer, shall help create attendance sheets for regular members, associate members, and guests for all Regular, Special and Executive Board meetings and events; ensure those sheets are prominently displayed and utilized at every meeting and event; and, once the sheets are completed, they are secured and maintained.
f. shall be responsible for determining a quorum at all regular, special, and Executive Board meetings.
g. shall maintain files of all NCFRM, and Club Bylaws, Standing Rules, Regulations, Awards, Minutes, Events, and Activities, as well as all filed reports.
h. at the end of every meeting, shall ensure that attendance sheets are handed off to the Treasurer for safekeeping.
i. shall maintain the files of the OCRMC and deliver them to his successor immediately upon retirement from office.
j. shall maintain an updated membership roster, distribute roster to Officers and Membership Chair electronically within ten (10) business days of last meeting.
k. Shall ensure that the Asst. Secretary has copies of all Club records.
l. shall perform such other duties as may be assigned by the President.
4. Treasurer
a. shall complete the required Mandatory Treasurers Compliance Training with the NCSBE within 90 days of taking office.
b. shall serve as custodian of all funds belonging to the OCRMC.
c. shall deposit all funds into the appropriate Club bank accounts as soon as possible after receipt.
d. shall disburse funds as directed by the Executive Board.
e. shall issue approved reimbursement of funds and expenses, as requested, within 7 days.
f. shall secure approval from the general membership at a regular meeting for expenditures more than $100.00.
g. shall keep accurate records of all bank transactions and prepare written monthly reports of receipts, disbursements, and balances. At all Regular and Executive Board meetings, and otherwise as directed by the President, the Treasurer shall present those reports before filing them for audit.
h. shall reconcile all bank statements upon receipt to ensure all financial records are accurate and complete.
i. working with the Vice President, shall ensure notices of delinquent dues are sent to offending members.
j. shall this if stated in Item A and file all necessary reports required by the North Carolina State Board of Elections (NCSBE) under the Campaign Finance Reporting laws.
k. shall be responsible for submitting accurate OCRMC membership information and payment of dues to the NCFRM as stipulated in the NCFRM Bylaws and Standing Rules.
l. shall cooperate with the Audit Committee to provide for quarterly internal audits and, with the approval of the Executive Board, for annual external audits.
m. shall assist the President in preparing the annual budget.
n. Shall ensure the Asst. Secretary has copies of all Club records.
o. shall perform such other duties as may be assigned by the President.
5. The Assistant Treasurer and Secretary shall:
a. Serve in place of the Treasurer or Secretary when they are not available.b. Perform such other duties as requested.
D. Removal from Office
Any OCRMC Officer may be removed for cause by a two-thirds vote of the Executive Board provided he has been given a two-week notice of such charges and an opportunity to present a defense with counsel, if so desired. Reasons for removal shall be confined to gross inefficiency, misuse of OCRMC funds, party disloyalty, felony conviction, or failure to fulfill his duties as enumerated in ARTICLE V, Section C. 1. – 4 of the OCRMC Bylaws. Anyone removed from office is ineligible to serve on the Club’s Executive Board in any capacity.
E. Vacancies
President of Onslow County Republican Men’s Club upon notice of a vacancy in any Officer position shall be sent to the general membership as soon as possible after the event occurs. The notice should include whether the vacancy will be filled by a vote of the Regular Membership at the next Regular meeting, or, if a Special meeting has been called by the Executive Board, the notice must also contain the date, time and place of such meeting. In the case of an untimely vacancy, the Executive Board may appoint a pro tem officer until an appropriate vote can be held.
F. Records
1. Each Elected Officer is responsible for maintaining a complete and updated portfolio of documents, records, social media login scripts, vendor contact information, details on day-to-day procedures, plans of action, tools, and any other required information necessary for a successful transition of the office at the end of his term. This rule also applies to any property belonging to the OCRMC.
2. These materials are to be passed on to his successor within thirty days of retiring from office, unless otherwise directed by the President or the Executive Board.
G. Designated OCRMC Expenses
1. The registration fee for the OCRMC President to attend the meetings of the NCFRM shall be paid by the Club.
a. The OCRMC President shall attend all NCFRM business meetings and give a report to the membership at the next Regular meeting.
b. If the President is unable to attend, he may appoint a member to attend in his stead and the registration fee will be paid for the representative attending.
ARTICLE VIExecutive Board
A. Membership The OCRMC Executive Board shall be comprised of the following voting members:1. Elected Officers
2. Immediate Past President
3. Chairs of Standing Committees (Future Growth)
4. Chairs of Special Committees (Future Growth)
B. Duties
The duties of the Executive Board shall be:
1. to serve as the governing body of the OCRMC between regular meetings.
2. to approve Standing and Special Committee Chairs.
3. approve the Standing Rules necessary to continue the work of the OCRMC.
4. to vet and approve applicants for new membership in the OCRMC.
5. to advise the President the OCRMC in the development of the annual budget and program of action.
6. to appoint a temporary replacement for an untimely vacancy occurring in an Elected Officer position until an election can be held.
7. shall over sees the election of delegates and alternates from the membership to the NCFRM convention.
C. Meetings
1. The Executive Board shall meet a minimum of four times a year and as deemed necessary by the President, or by two-thirds vote of the members of the Executive Board. The first such meetings shall take place within 30 days of each new year.
2. The Executive Board meeting shall be held prior to a regular OCRMC meeting.
3. Notice of the date, time, and place of the meeting shall be communicated to each member at least five days in advance of the meeting.
4. Meetings may be in person or by electronic means, during which times all votes and all business may be conducted and considered ratified.
D. Quorum
Fifty (50) percent of the voting membership shall constitute a quorum for all meetings of the OCRMC, provided two of the members present are elected officers.
ARTICLE VIICommittees (Future Growth) A. Standing Committees
1. The Standing Committees of the OCRMC shall consist of the following as directed by the NCFRM and to accomplish the work of the Federation: a. Bylaws b. Campaignc. Fundraisingd. Legislative and Researche. Membershipf. Programg. Public Relations
2. Chairs of Standing Committees shall be appointed by the President with the approval of the Executive Board from Regular Members in good standing.
3. Each Chair shall serve a term of one (1) year and may serve an additional consecutive year at the discretion of the President and the Executive Board.
4. Committee chairs and committee members shall be appointed by the president. The president can appoint committee members in conjunction with the committee chair if he so desires. The president controls the committee chairs and membership.
5. Standing Committees shall prepare programs of action for consideration by the President and Executive Board at the first OCRMC Executive Board meeting following their appointments.
6. Standing Committees shall meet as deemed necessary by their respective Committee Chairs. The results of those meetings shall be reported to the membership at the following regular or special OCRMC meeting, or as requested by the President.
7. Each Chair of a Standing Committee is responsible for maintaining complete and accurate records, documents, files, including all social media and website passwords/logins for OCRMC accounts, and properties belonging to the Club. These items are to be delivered to his successor, or to an Officer designated by the President or Executive Board, immediately upon being replaced on the committee.
8. Standing Committee Areas of Responsibilities
a. Bylaws
Responsibilities include, but are not limited to:
i. Creation of the OCRMC Bylaws which is a set of rules that guide the Club’s operations and activities.ii. Maintenance of the Bylaws incorporating NCFRM changes throughout the year and creating drafts for adoption or approval as necessary.iii. Drafts of revisions to be forwarded to the Executive Board for review and comment prior to distribution to the OCRMC membership:- Revisions should specify if Executive Board approval is sufficient for minor changes, such as spelling, grammatical, punctuation and formatting, or if the revisions require member adoption due to changes in policy.iv. Ensure the Bylaws are kept current and available for electronic distribution as needed.v. Submit the current OCRMC Bylaws to the NCFRM by January 31 in each odd-numbered year for the Club to participate in the NCFRM Biennial Convention.
b. Campaign
Responsibilities include, but are not limited to:
i. Research and report on candidates who are running, or are considering a run, for county, state, or national seats.ii. Create a list of candidates by position sought which also includes the candidate’s name, background, history, where she/he previously stood and currently stands on issues and contact information.
c. Fundraising
Responsibilities include, but are not limited to:
i. Develop and oversee the management of quarterly fundraising events;ii. Working with the Events Special Committee, coordinate the successful execution of planned fundraisers.iii. Increase funding to be used to support Republican candidates, the OCRMC Membership drives, and various operational expenses of the Club.
d. Legislative and Research
Responsibilities include, but are not limited to:
Report at monthly general meetings the status of current local, county, state, and national issues, such as:- Bills and Resolutions being introduced and/or up for a vote.- Schedules and recesses.- Elected Officials updates.- What is happening at the OC Board of Commissioners, OCGOP, the OCBOE, the NCSBE.- Upcoming political events; and- Calls to Action encouraging OCRMC members to get involved both as a group and individually.
e. Membership
Responsibilities include, but are not limited to:
i. Develop, coordinate, and execute events, and participate in local service projects and festivals, to grow new membership.ii. Promote social gathering opportunities to strengthen camaraderie among and improve retention of existing members.iii. Be prepared to distribute membership applications to potential new members at every opportunity.iv. Ensure new member packets are complete and on hand at every meeting and event.v. Circulate at meetings and events greeting members and guests.vi. Working with the Hospitality and Events Chairs, take responsibility for signing in members and guests at every meeting and event and ensure the sign-in sheets are handed over to the Treasurer.vii. Encourage existing members to invite those they know to come to a meeting and join the Club.viii. Follow up with guests after each meeting and event to solicit membership.ix. At each meeting, introduce new members and congratulate the members who referred them.
f. Program
Responsibilities are assigned to the Vice President and include, but are not limited to:
i. Assist the President in planning the agenda for upcoming meetings; andii. Suggest speakers and/or activities that would inform, educate, and entertain members with pertinent and useful tools for supporting conservative candidates.g. Public Relations
Responsibilities include, but are not limited to:
i. At the direction of the President and Executive Board, create effective marketing materials to promote membership, to advertise Club activities and fundraisers, to educate the members and the public on pertinent issues, and to support the campaigns of conservative Republican candidates.ii. Create and maintain a sufficient supply of marketing materials necessary to continue the work of the Club.iii. Keep the Club’s Facebook page up-to-date and serve as the Club’s liaison with all forms of media posting Club events, activities, and any other promotional information appropriate for public dissemination.iv. Cultivate contacts and relationships with county home-, private- and public- school communities, public safety departments, and government offices to promote the work of the Club.v. Develop and maintain relationships with online and hardcopy news outlets, local radio and TV network stations, and any other local media outlets to publicize the work of the Club.vi. Tap a full array of social media sources to disperse information about the OCRMC and its events; andvii. Facilitate cooperation with media services in the promotion of the OCRMC, and fundraising events, etc.
B. Special Committees
1. Special Committees include, but are not limited to:
a. Auditb. Eventsc. Hospitalityd. any other committee as deemed necessary by the President.
2. Except for the Nominating Committee, the President may form Special Committees and appoint their Chairs and members, as deemed necessary, to work alongside the Standing Committees to carry out the OCRMC and/or Standing Committees’ plans of action so approved by the Executive Board.
3. Special Committees are temporary in nature serving for the length of time required to complete the task(s) at hand, provided such time is limited to the term of the appointing President.
4. Special Committees shall meet as deemed necessary by their respective Committee Chairs. The results of those meetings shall be reported to the membership at the following regular or special OCRMC meeting, or as requested by the President.
5. Each Chair of the Special Committee is responsible for maintaining complete and accurate records, documents, files, including all social media and website passwords/logins for OCRMC accounts, and properties belonging to the Club. These items are to be delivered to his successor, or to an officer designated by the President or Executive Board, immediately upon retiring from the committee.
6. Special Committee Areas of Responsibilities
a. AuditResponsibilities include, but are not limited to, the quarterly review of all financial records, books, check registers, statements, and records.
b. Events
Responsibilities include, but are not limited to:i. Assist any Standing Committee in selecting a venue, theme, decorations, layout, etc. for a planned event.ii. Serve as the Club’s contact liaison with venue personnel and vendors.iii. Work closely with the OCRMC Treasurer, as well as the Fundraising, Program and Public Relations Committees to manage costs and best promote all Club events.iv. Organize volunteers to decorate, setup and takedown for all events.
c. Hospitality
Responsibilities include, but are not limited to:i. Work with the Membership Committee greeting members, new members, guests, event speakers, elected officials and candidates to Club meetings and other events.ii. Coordinate with other local clubs and other groups to co-host events.iii. Provide directions or other assistance to members and guests.iv. Assist the Events Committee at various functions.
C. Special Services
1. The President shall appoint Regular Members in good standing to fill the following positions:
a. Chaplainb. Historianc. Parliamentariand. Timekeeper
2. Special Services Areas of Responsibilities
a. Chaplain
Responsibilities include but are not limited to opening up OCRMC meetings and events with a non-denominational Christian prayer/invocation; providing spiritual support as needed; announcing requests for prayers and support for any member in need provided said member has granted permission to do so.
b. Historian
Responsibilities include but are not limited to keeping a record of Club Officers, membership rosters, meetings, speakers, awards earned and club activities such as celebrations, events, fundraisers, gatherings, projects, promotional materials, etc.
c. Parliamentarian
Responsibilities include but are not limited to: advising the President on parliamentary procedures at all times; ensuring meetings closely follow the approved agendas, are carried out in a timely and civil manner, and are conducted using proper procedures, in accordance with Robert’s Rules of Order, necessary to keep the meetings orderly; and overseeing the counting of ballots in any contested election of Club Officers.
d. Timekeeper
Responsibilities include but are not limited to: ensuring speakers of any kind are mindful of the time allotted to them before they begin their presentations; politely making speakers aware of their one-minute warnings; and assuring that all meetings maintain a timely pace.
ARTICLE VIIINominations and Elections
A. Nominating Committee
At the October meeting each year, the Regular Members in attendance shall elect three (3) Regular Members in good standing to serve on the Nominating Committee. To maintain impartiality, at this same meeting, the Regular Members shall also appoint one member from this newly formed Nominating Committee to serve as Chair.
B. Nominations
1. The Nominating Committee shall be responsible for canvassing the entire Regular Membership to select one candidate for each of the Club Officer positions. Nominees can only be selected from the OCRMC Regular Members in good standing who are also active in the Club. No nominee can be a member of the Nominating Committee itself. Associate members who hold office or committee chair positions in other Republican Men’s Clubs are not eligible for nomination.
2. The Nominating Committee shall prepare a report of their proposed individuals listing the names of their candidates, certifying that the individuals selected have agreed to serve for the complete term if elected. The report shall be submitted first to the current President 15 days prior to the November monthly meeting, and then to the general membership at the November meeting. The Nominating Committee and the current President should not share the details of this report with anyone prior to the November meeting.
3. At the November meeting, the Nominating Committee Chair shall present the Committee’s proposed slate to the general membership in attendance. Nominations may be made from the floor provided the individuals so named have previously consented to serve if elected. Nominees can only be selected from the OCRMC Regular Members in good standing who are also active in the Club. No nominee can be a member of the Nominating Committee itself. C. Elections
1. At the November general meeting, before any voting may take place, the Secretary shall announce that the attendance sheets will be used to arrive at a quorum vote and request any Regular Member in good standing who has yet to sign in to do so. The Secretary is responsible for tallying the number of Regular Members eligible to vote from the completed sign-in sheets.
2. Immediately following the report of the Nominating Committee, and any nominations from the floor if made, the vote for Club Officers shall be held. A majority vote of the eligible Regular Members present shall constitute an election. No proxy voting is permitted. Electronic voting is allowed if it has been submitted for approval.
3. Elections shall be conducted by voice vote, except in cases where there is more than one nominee for a particular office. In that case, the OCRMC Secretary shall provide for a paper ballot to be held immediately. The completed votes are to be collected and counted by three tellers appointed previously by the current President. Nominees may have one (1) representative view the vote counting by the tellers. As soon as the tally is complete, the Nominating Committee Chair will announce the results to the general membership.
4. Once the full set of Club Officers has been voted in and accepted, the Nominating Committee shall be disbanded.
5. Within 48 hours of the vote, the current OCRMC Secretary shall email to the general membership the names of the newly elected Officers for the coming year.
D. Transitions
1. There will be a 30-day transition period between the newly elected officers and the outgoing officers, granting time for the outgoing officers to properly educate, train, and brief incoming officers. This also allows for a smooth transition of OCRMC leadership.
2. By December 1, the current OCRMC President shall provide a list of the names, addresses, and contact information of all newly elected Officers to the NCFRM President.
3. The outgoing Treasurer is responsible for all required reports on all transactions that occurred during his tenure. When the new Treasurer is sworn in, the year-end report that is due must be completed by the outgoing Treasurer. The outgoing Treasurer can use the report as an opportunity to teach the new Treasurer the steps on processing and submitting the required report.
E. Records
1. All records of any kind, whether in the procession of the Club Officers, Executive Board, Committee Chairs, Committee members, Special Services individuals, or any individual Club member, are the sole property of the OCRMC.
2. All immediate past Club Officers and Committee Chairs shall deliver all records, files, and properties of the OCRMC to their successors, or to an OCRMC Officer designated by the President or the Executive Board, within one month after vacating office, unless otherwise directed by the President or the Executive Board.
3. All financial records, to include NCSBE reports, bank statements, check registers, and receipts, should be preserved and maintained for a period of 12 years, following an election year [G.S. 163.278.22 (5)]. Financial records that no longer meet retention requirements shall be shredded and properly disposed of.
4. After a period of 12 years, all records shall be shredded and properly disposed of, except for those deemed as official, value-added for the continuation of the Club, and/or pertinent by the Club Historian.
ARTICLE IXParliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the OCRMC in all cases where they are applicable and are not inconsistent with these Bylaws nor the Bylaws of the NCFRM.
ARTICLE X Amendments
A. The Bylaws may be amended by a quorum at any regular or special meetings of the OCRMC, provided notice and distribution of the proposed amendment(s) has(have) been given via mail or electronic means to all members at least 30 days prior to said meeting.
B. In an emergency as determined by the OCRMC Executive Board, a revision may be accomplished via a quorum vote of the Club members taken by email.
C. The Bylaws Committee has the authority to make changes to the Bylaws to ensure compliance with NCFRM Bylaws and Standing Rules, and correct spelling, grammatical, punctuation, and formatting errors without approval from the OCRMC Executive Board, so long as the changes do not alter the substance.
_________________________ _________________________Albert D. Carpenter, President Michael Caley, SecretaryOCRMC OCRMC
_________________________ __________________________Date Date
TABLE OF CONTENTS
ARTICLE I – Club Name --------------------------------------------------------------------------------------- 4
ARTICLE II – Objectives --------------------------------------------------------------------------------------- 4
ARTICLE III – Club Policies ----------------------------------------------------------------------------------- 4A. Requirements ------------------------------------------------------------------- 4 B. Fiscal Year ------------------------------------------------------------------- 5C. Standing Rules ------------------------------------------------------------------- 5D. Meetings ------------------------------------------------------------------- 5E. Endorsement Policies --------------------------------------------------------- 6F. Dissolution of OCRMC --------------------------------------------------------- 6G. Removal of OCRMC from NCFRM Membership --------------------------- 7H. Reinstatement of OCRMC to NCFRM Membership ----------------------- 7
ARTICLE IV – Membership ------------------------------------------------------------------------------------- 7A. Categories and Eligibilities ------------------------------------------------------ 71. Regular Members --------------------------------------------------------- 82. Associate Members --------------------------------------------------------- 83. Honorary Members ------------------------------------------------------------ 84. Non-voting Ex Officio / Non-voting Membership ----------------------- 8B. Dues ---------------------------------------------------------------------------------- 8C. Membership Roster Privacy ---------------------------------------------------- 9D. Removal from Membership and Method of Reinstatement -------------- 9
ARTICLE V – Officers and Their Duties -------------------------------------------------------------------- 9A. Officers ----------------------------------------------------------------------------- 9B. Terms of Office -------------------------------------------------------------------- 10C. Duties of Officers -------------------------------------------------------------------- 101. President ------------------------------------------------------------------------ 112. Vice President ------------------------------------------------------------------- 113. Secretary ------------------------------------------------------------------------ 114. Asst. Secretary------------------------------------------------------------------- 125. Treasurer ------------------------------------------------------------------------ 126. Asst. Treasurer ------------------------------------------------------------------ 12D. Resignation from Office ---------------------------------------------------------- 13E. Removal from Office -------------------------------------------------------------- 13F. Vacancies ---------------------------------------------------------------------------- 13G. Records ------------------------------------------------------------------------------- 13
ARTICLE VI – Executive Board --------------------------------------------------------------------------------- 13A. Membership ------------------------------------------------------------------------- 13B. Duties ---------------------------------------------------------------------------------- 14C. Meetings ------------------------------------------------------------------------------- 14D. Quorum --------------------------------------------------------------------------------- 14 ARTICLE VII – Committees ------------------------------------------------------------------------------------- 14A. Standing Committees ------------------------------------------------------------- 141. Types ------------------------------------------------------------------------------ 152. Chairs ------------------------------------------------------------------------------ 153. Term ------------------------------------------------------------------------------ 154. Members ------------------------------------------------------------------------- 155. Plans of Action ------------------------------------------------------------------ 156. Meetings --------------------------------------------------------------------------- 157. Records --------------------------------------------------------------------------- 158. Areas of Responsibility ------------------------------------------------------- 15a. Bylaws ----------------------------------------------------------------------- 15b. Campaign ------------------------------------------------------------------ 15c. Fundraising ----------------------------------------------------------------- 16d. Legislative -------------------------------------------------------------------- 16e. Membership ----------------------------------------------------------------- 16f. Program --------------------------------------------------------------------- 16g. Public Relations ----------------------------------------------------------- 17B. Special Committees --------------------------------------------------------------- 171. Types ------------------------------------------------------------------------------ 172. Chairs ------------------------------------------------------------------------------ 173. Term ------------------------------------------------------------------------------ 174. Members ------------------------------------------------------------------------- 175. Meetings ------------------------------------------------------------------------- 176. Records -------------------------------------------------------------------------- 177. Areas of Responsibility -------------------------------------------------------- 17a. Audit ------------------------------------------------------------------------- 18b. Events ------------------------------------------------------------------------ 18c. Hospitality--------------------------------------------------------------------- 18C. Special Services Appointees ---------------------------------------------------- 181. Types ----------------------------------------------------------------------------- 182. Areas of Responsibilities ---------------------------------------------------- 18a. Chaplain -------------------------------------------------------------------- 18b. Historian -------------------------------------------------------------------- 19c. Parliamentarian ----------------------------------------------------------- 19d. Timekeeper ------------------------------------------------------------------ 19
ARTICLE VIII – Nominations and Elections ---------------------------------------------------------------- 19A. Nominating Committee ---------------------------------------------------------- 19B. Nominations ------------------------------------------------------------------------- 20C. Elections ------------------------------------------------------------------------------ 20D. Transitions ----------------------------------------------------------------------------- 20E. Records ------------------------------------------------------------------------------- 21F. Installation of Officers --------------------------------------------------------------- 21
ARTICLE IX – Parliamentary Authority --------------------------------------------------------------------- 21
ARTICLE X – Amendments ---------------------------------------------------------------------------------- 21
ONSLOW COUNTY REPUBLICAN MEN’s CLUBa member of the North Carolina Federation of Republican Mensince 1972(Mr. Pruitt will provide date)
BYLAWSas revised, amended and approvedat the OCRMC Meeting, 05 Jan 23, in Jacksonville, N.C.
ARTICLE IClub Name
The name of this organization shall be the Onslow County Republican Men’s Club, hereafter referred to as the OCRMC, or the Club.
ARTICLE IIObjectives
The bylaws and objectives of the OCRMC shall be consistent with those of the North Carolina Federation of Republican Men, hereafter referred to as the NCFRM.
The objectives of the OCRMC shall be:
• to promote an informed public through political education and activity.
• to increase the effectiveness of men in the cause of good government through active political participation in the political progress.
• to contribute and support the objectives and policies of the NCFRM.
• to facilitate cooperation among the NCFRM, OCRMC, and other Republican local clubs.
• to encourage loyalty to the Republican Party, uphold the objectives and policies of the Republican National Committee (RNC) and the North Carolina Republican Party (NCGOP), and support the election of Republican candidates, particularly Republican Men, in all elections including non-partisan elections.
• to promote the principles of freedom, equality, and justice upon which the Constitutional government of this country is founded.
ARTICLE IIIClub Policies
A. Requirements
1. The Club shall support the bylaws and objectives of the NCFRM and maintain OCRMC Bylaws that do not conflict with the NCFRM Bylaws.
2. The OCRMC Bylaws shall provide for the bi-annual formation of a Nominating Committee whose sole responsibility is to present to the Regular membership a slate of officers to continue the work of the Club.
3. The OCRMC shall be in good standing with the NCFRM, specifically current with dues and service charges; have ten or more members; have elected club officers; hold at least eight meetings either in person or electronically within the fiscal year.
4. In addition to the apportioned dues and annual service charge, the OCRMC shall also send via electronic means a complete roster of members in good standing to the NCFRM Assistant Treasurer. This list is to be sorted alphabetically by last name and telephone numbers and email addresses.
5. Every odd-numbered year, the OCRMC President must submit the Club’s current Bylaws to the NCFRM Bylaws Committee by January 31 of that year to be eligible to participate in the NCFRM’s Biennial Convention.
B. Fiscal Year
The OCRMC fiscal year shall be January 1 through December 31.
C. Standing Rules
The OCRMC Standing Rules are an integral supplement to the OCRMC Bylaws, providing the administrative procedures by which the Bylaws are carried out.
D. Meetings
1. RegularThe OCRMC shall hold monthly meetings at a time and place designated by the President with the advice and consent of the Executive Board. Members will be notified of the meeting time and location, as well as any modification, via email, text, Club Facebook page, or telephone.
2. SpecialThe Executive Board may call a special meeting of the Club membership. The purpose of such a meeting shall be specified at the time the members are notified, and no other business may be transacted at that meeting. A minimum of five (5) days advance notice shall be given to all members for any special meeting. Notification shall be made via email, text, or telephone. If membership is unable to gather physically, a virtual conference method may be utilized.
3. TimekeeperThe President may appoint a timekeeper for all meetings to ensure speakers keep to the time allotted.
4. SpeakersNon-Republican political candidates, political office holders, party officials or their representatives shall not be allowed to address the group or distribute political materials at OCRMC meetings unless invited.
5. MotionsOnly members of the voting body may introduce motions. When applicable, a member of the same committee which initiated the motion shall not second the motion being considered.
6. GuestsGuests in attendance shall not be allowed time at the podium or to participate in any discussions regarding Club business or motions under consideration.
7. QuorumOne-third of the total Regular Members in good standing shall constitute a quorum for all regular and special meetings. Proxy voting is not permitted, electronic voting would be allowed if prior notice and arrangements has been made by the Executive Board.
E. Endorsement Policies
1. Should the President or Campaign Committee Chair run for office, publicly endorse a candidate in a primary, or be employed by a candidate campaign in a primary, he must step down from his position until after the primary.
2. A simple majority of Club members is required to consider endorsements in a primary or nonpartisan election, voting to endorse a candidate requires a 2/3 majority for approval. The following process will be followed to ensure all club members can participate. A notice will be sent to members giving the meeting date, time and location via electronic means or U. S. mail. Notice must be sent ten (10) days prior to the meeting.
3. Any other individual member of the OCRMC may work for the candidate of their choice in contested Republican primaries, but not in the name of the OCRMC or NCFRM.
4. An officer other than the OCRMC President, who is a candidate for elected office, or whose spouse or family member is a candidate, shall be exempt from this rule. However, they may not promote the candidate in the name of the OCRMC or use the Club’s logo or stationery.
5. Neither the OCRMC, nor an individual member, shall advocate a split ticket, support an opposition party candidate, or act against the policies or bylaws of the OCRMC, or NCFRM. Should an OCRMC elected officer endorse or support a candidate on an opposition ticket, he must immediately resign his office.
6. No endorsement or evidence of support by any member shall be issued using the OCRMC affiliation or logo, without the approval of the OCRMC.
7. Donations by the Club to candidate campaigns will only be made after the primary season has ended subject to the approval of the membership.
F. Dissolution of the OCRMC
1. If the OCRMC is considering disbanding, the Club President must notify the NCFRM President of this intention so the NCFRM may advise the Club on how best to proceed. The NCFRM President is responsible for notifying the NCFRM Treasurer, Assistant Treasurer, and Regional Vice President.
2. The OCRMC may be dissolved by a two-thirds vote of the membership at any regular or special meeting, provided that the intention to dissolve has been submitted in writing to the NCFRM and to all members of the OCRMC at least thirty days prior.
3. In the event of dissolution, the OCRMC Executive Board shall, after payment of all its liabilities, forward any remaining assets to the NCFRM. No funds shall be distributed to any member or officer of the OCRMC.
4. The right to use the name of the OCRMC shall revert to the NCFRM.
5. The minutes of the meeting where the OCRMC membership has agreed to its dissolution shall be sent to the NCFRM President.
6. The North Carolina State Board of Elections & Ethics Enforcement (NCBOE) must be notified and Form CRO 3400 must be completed and sent to the NCBOE.
7. Once all outstanding checks have cleared, the final check must be made payable to the NCFRM in the amount of the final bank account amount.
8. Once the check has cleared, the NCFRM will notify the OCRMC Treasurer to close the account.
G. Removal of the OCRMC from NCFRM Membership
The OCRMC may be removed from membership in the NCFRM by a two-thirds vote of the NCFRM Executive Committee for the following reasons:1. Non-payment of dues and service charges.
2. Failure to maintain the membership requirements and qualifications.
3. Affiliation with any political organization which is not officially recognized as a part of the NCFRM.
H. Reinstatement of the OCRMC to NCFRM Membership
The OCRMC, after being dissolved or removed from membership, may apply to the NCFRM Executive Committee to be reinstated. The NCFRM Executive Committee shall determine the criteria for reinstatement. A two-thirds vote of the Executive Committee is required for reinstatement.
ARTICLE IVMembership
A. Categories and Eligibility
1. Regular Members
a. Any man who is a registered Republican in the county of Onslow County of North Carolina; who believes in the philosophy of the Republican Party; and who accepts and advocates the objectives and policies of the OCRMC shall be eligible for membership.b. A member in good standing shall be one who is current with his membership dues. c. Only Regular Members in good standing can be counted for a quorum.d. Regular Members are automatically members of the NCFRM.e. Each application for membership is subject to review, applicant will have an interview with at least three members from the OCRMC Executive Board. f. After their report to the full Committee, approval shall be granted by the positive vote of the majority of the OCRMC Executive Board then holding office.
2. Associate Members
a. Republican men/women who have regular membership in a different federated local club or live outside of Onslow County, NC are eligible for Associate Membership in OCRMC upon payment of the required annual dues.i. Associate Members in this category have a voice, but cannot hold office, vote, be counted for a quorum, or be counted for the purpose of determining the number of delegates to the NCFRM meetings or conventions.ii. Each application for membership is subject to review and approval by the OCRMC Executive Board.iii. Each year the Executive Committee shall review its membership and evaluate the contributions of each Member to the Club and the Conservative Cause. Should a majority of Committee members determine that a Club Member has not contributed positively to the Club that individuals Membership shall not be renewed.
3. Honorary Members
i. Honorary membership may be awarded annually by the Executive Committee to any Republican not eligible for regular membership who has made an exceptional contribution to or impact in local, state or national politics.
4. Non-voting EX Officio / Non-voting Membership
i. Chairperson of Onslow County Republican Party.
B. Dues
1. Regular and Associate Member yearly dues shall be established by November of each year and will be due and payable on or before January 1 of each year. A portion of the dues collected from Regular Members are required to be sent to the NCFRM for membership in that organization. (2.00 per member)
2. Dues amounts paid by any member joining the OCRMC in the first quarter: 25.00 / second quarter: 20.00 / third quarter: 15.00 and fourth quarter: 10.00. Associate member dues are 15.00 throughout the year. Dues for any member applying for reinstatement will remain at $25.00.
3. Dues must be paid currently for a Club Member to vote on any issue. To vote in the election of Club Officers and Directors an individual must have paid all required dues and have been approved as a Club member on or before October 1, preceding the election.
4. To qualify as an active Member all participants are asked to donate at least eight (8) hours per year of community service in the name of the Club. Failure to do so without an acceptable excuse shall be considered grounds for review of their membership. 5. A courtesy reminder email will be sent to any member who has not paid her/his dues by January 31. Anyone failing to pay her/his dues by February 28 will be removed as a member in good standing and will be contacted by phone. Dues not paid by March 31 will be considered delinquent and removed from membership roster.
6. A member “in good standing” is described as one whose dues are current.
C. Membership Roster Privacy
1. The NCFRM and OCRMC Membership Rosters are the proprietary and confidential property of the NCFRM and OCRMC, respectively. The information contained therein is intended for use of the OCRMC and NCFRM exclusively.
2. The Roster may be used only for OCRMC activities and viewed only by Executive Board members of the OCRMC.
3. Roster information should not be shared with outside political or non-political entities.
4. Any misuse of either the NCFRM or OCRMC Rosters for personal benefit, financial gain or wrongful distribution shall constitute grounds for expulsion from the OCRMC, and NCFRM.
5. The OCRMC Roster shall be updated monthly as additions or changes necessitate.
D. Removal from Membership and Method of Reinstatement
1. Any member may be removed from membership by a two-thirds vote of the Executive Board:
a. for changing her/his registration to an opposing political party will be immediate and not require a vote.
b. by actions detrimental to the OCRMC, OCRP, NCFRM, NCGOP, and/or RNC.
c. for advocating a split ticket, supporting an opposition party candidate, or acting against the policies or bylaws of OCRMC and NCFRM.
2. A member may be reinstated by a two-thirds vote of the Executive Board providing the reason(s) for removal has(have) been corrected.
ARTICLE VOfficers and Their Duties A. Officers
1. The Elected Officers of this Club shall consist of:a. Presidentb. Vice-Presidentc. Secretaryd. Asst. Secretaryd. Treasurere. Asst. Treasurer f. Immediate Past Presidentg. Current elected or appointed public officials are ineligible to serve as members of the Executive Board and any other position deemed necessary by the Executive Board to fulfill the obligations of the Club. h. Officers and Directors shall be elected as defined in Art. VIII C, Officers and Directors may serve consecutive terms in the same office.
2. Each Elected Officer shall be an active, Regular Member in good standing of the OCRMC and shall not hold office or chair a committee in another Republican men’s club simultaneously. B. Terms of Office
1. Officers and Directors shall be elected as defined in Article VIII.C at the November meeting and installed at the December meeting. They shall serve for a term of two (2) years or until their successors are duly elected and installed. Officers will take over immediately after installation.
2. No Officer shall hold more than one office at any time. No Officer is eligible to serve more than two consecutive terms in the same office, unless he has filled the unexpired term of his predecessor, or if the position is unable to be filled for the lack of membership availability.
C. Duties of Officers 1. President
a. shall preside over all OCRMC regular, special and Executive Board meetings, ensuring that there function is in accordance with parliamentary procedures, bylaws and standing rules.
b. shall formulate an annual program of action.
c. shall work with the Treasurer to prepare an annual budget, which shall be presented to the Executive Board for approval and the general membership for adoption.
d. with the advice and consent of the Executive Board, shall appoint chairs for all Standing and Special Committees, except for the Nominating Special Committee.
e. shall serve as ex-officio member of all committees, not including the Nominating Special Committee. He shall not count towards a quorum.
f. shall designate Special Services individuals, such as Parliamentarian, Chaplain, and Historian.
g. the checking account should require two signatures for all checks an amount shall be stated that requires board or membership approval.
h. shall actively represent the OCRMC on the NCFRM Board of Directors, as specified in the NCFRM Bylaws.
i. shall attend NCFRM meetings and share the information gleaned with Club members at the next monthly meeting, encouraging participation in all NCFRM events and projects.
j. shall always represent the OCRMC. If he is unable to do so, the President should designate a member of the Executive Board as his representative.
2. Vice President
a. shall perform the duties of the President in his absence.
b. shall serve as Chair of the Program Committee, arranging for all speakers at all regular meetings with the suggestions and consent of the Executive Board.
c. shall serve as Co-Chair of the Membership Committee safeguarding all new applications for membership and forwarding all new membership dues as soon as they are received to the Treasurer. He shall also work with the Secretary to keep the membership roster current and ensure that reminders for delinquent dues are sent as necessary. The Vice President shall work with the Co-Chair of the Membership Committee to ensure all new applicants are vetted. The Vice President is responsible for presenting the vetted applications to the Executive Board for approval.
d. shall perform such other duties as may be assigned by the President.
3. Secretary
a. shall email a reminder to the membership of all regularly scheduled meetings 3-7 days in advance.
b. shall electronically notify the membership of any changes to the scheduled dates, times and locations for the meetings as stated in the Standing Rules as soon as those changes are known.
c. shall notify all Executive Board members of the date, time, and location of all Executive Board meetings at least five days in advance.
d. shall keep accurate records of the Regular, Special and Executive Board meetings and issue the Minutes of all meetings within 10 business days thereafter.
e. working with the Treasurer, shall help create attendance sheets for regular members, associate members, and guests for all Regular, Special and Executive Board meetings and events; ensure those sheets are prominently displayed and utilized at every meeting and event; and, once the sheets are completed, they are secured and maintained.
f. shall be responsible for determining a quorum at all regular, special, and Executive Board meetings.
g. shall maintain files of all NCFRM, and Club Bylaws, Standing Rules, Regulations, Awards, Minutes, Events, and Activities, as well as all filed reports.
h. at the end of every meeting, shall ensure that attendance sheets are handed off to the Treasurer for safekeeping.
i. shall maintain the files of the OCRMC and deliver them to his successor immediately upon retirement from office.
j. shall maintain an updated membership roster, distribute roster to Officers and Membership Chair electronically within ten (10) business days of last meeting.
k. Shall ensure that the Asst. Secretary has copies of all Club records.
l. shall perform such other duties as may be assigned by the President.
4. Treasurer
a. shall complete the required Mandatory Treasurers Compliance Training with the NCSBE within 90 days of taking office.
b. shall serve as custodian of all funds belonging to the OCRMC.
c. shall deposit all funds into the appropriate Club bank accounts as soon as possible after receipt.
d. shall disburse funds as directed by the Executive Board.
e. shall issue approved reimbursement of funds and expenses, as requested, within 7 days.
f. shall secure approval from the general membership at a regular meeting for expenditures more than $100.00.
g. shall keep accurate records of all bank transactions and prepare written monthly reports of receipts, disbursements, and balances. At all Regular and Executive Board meetings, and otherwise as directed by the President, the Treasurer shall present those reports before filing them for audit.
h. shall reconcile all bank statements upon receipt to ensure all financial records are accurate and complete.
i. working with the Vice President, shall ensure notices of delinquent dues are sent to offending members.
j. shall this if stated in Item A and file all necessary reports required by the North Carolina State Board of Elections (NCSBE) under the Campaign Finance Reporting laws.
k. shall be responsible for submitting accurate OCRMC membership information and payment of dues to the NCFRM as stipulated in the NCFRM Bylaws and Standing Rules.
l. shall cooperate with the Audit Committee to provide for quarterly internal audits and, with the approval of the Executive Board, for annual external audits.
m. shall assist the President in preparing the annual budget.
n. Shall ensure the Asst. Secretary has copies of all Club records.
o. shall perform such other duties as may be assigned by the President.
5. The Assistant Treasurer and Secretary shall:
a. Serve in place of the Treasurer or Secretary when they are not available.b. Perform such other duties as requested.
D. Removal from Office
Any OCRMC Officer may be removed for cause by a two-thirds vote of the Executive Board provided he has been given a two-week notice of such charges and an opportunity to present a defense with counsel, if so desired. Reasons for removal shall be confined to gross inefficiency, misuse of OCRMC funds, party disloyalty, felony conviction, or failure to fulfill his duties as enumerated in ARTICLE V, Section C. 1. – 4 of the OCRMC Bylaws. Anyone removed from office is ineligible to serve on the Club’s Executive Board in any capacity.
E. Vacancies
President of Onslow County Republican Men’s Club upon notice of a vacancy in any Officer position shall be sent to the general membership as soon as possible after the event occurs. The notice should include whether the vacancy will be filled by a vote of the Regular Membership at the next Regular meeting, or, if a Special meeting has been called by the Executive Board, the notice must also contain the date, time and place of such meeting. In the case of an untimely vacancy, the Executive Board may appoint a pro tem officer until an appropriate vote can be held.
F. Records
1. Each Elected Officer is responsible for maintaining a complete and updated portfolio of documents, records, social media login scripts, vendor contact information, details on day-to-day procedures, plans of action, tools, and any other required information necessary for a successful transition of the office at the end of his term. This rule also applies to any property belonging to the OCRMC.
2. These materials are to be passed on to his successor within thirty days of retiring from office, unless otherwise directed by the President or the Executive Board.
G. Designated OCRMC Expenses
1. The registration fee for the OCRMC President to attend the meetings of the NCFRM shall be paid by the Club.
a. The OCRMC President shall attend all NCFRM business meetings and give a report to the membership at the next Regular meeting.
b. If the President is unable to attend, he may appoint a member to attend in his stead and the registration fee will be paid for the representative attending.
ARTICLE VIExecutive Board
A. Membership The OCRMC Executive Board shall be comprised of the following voting members:1. Elected Officers
2. Immediate Past President
3. Chairs of Standing Committees (Future Growth)
4. Chairs of Special Committees (Future Growth)
B. Duties
The duties of the Executive Board shall be:
1. to serve as the governing body of the OCRMC between regular meetings.
2. to approve Standing and Special Committee Chairs.
3. approve the Standing Rules necessary to continue the work of the OCRMC.
4. to vet and approve applicants for new membership in the OCRMC.
5. to advise the President the OCRMC in the development of the annual budget and program of action.
6. to appoint a temporary replacement for an untimely vacancy occurring in an Elected Officer position until an election can be held.
7. shall over sees the election of delegates and alternates from the membership to the NCFRM convention.
C. Meetings
1. The Executive Board shall meet a minimum of four times a year and as deemed necessary by the President, or by two-thirds vote of the members of the Executive Board. The first such meetings shall take place within 30 days of each new year.
2. The Executive Board meeting shall be held prior to a regular OCRMC meeting.
3. Notice of the date, time, and place of the meeting shall be communicated to each member at least five days in advance of the meeting.
4. Meetings may be in person or by electronic means, during which times all votes and all business may be conducted and considered ratified.
D. Quorum
Fifty (50) percent of the voting membership shall constitute a quorum for all meetings of the OCRMC, provided two of the members present are elected officers.
ARTICLE VIICommittees (Future Growth) A. Standing Committees
1. The Standing Committees of the OCRMC shall consist of the following as directed by the NCFRM and to accomplish the work of the Federation: a. Bylaws b. Campaignc. Fundraisingd. Legislative and Researche. Membershipf. Programg. Public Relations
2. Chairs of Standing Committees shall be appointed by the President with the approval of the Executive Board from Regular Members in good standing.
3. Each Chair shall serve a term of one (1) year and may serve an additional consecutive year at the discretion of the President and the Executive Board.
4. Committee chairs and committee members shall be appointed by the president. The president can appoint committee members in conjunction with the committee chair if he so desires. The president controls the committee chairs and membership.
5. Standing Committees shall prepare programs of action for consideration by the President and Executive Board at the first OCRMC Executive Board meeting following their appointments.
6. Standing Committees shall meet as deemed necessary by their respective Committee Chairs. The results of those meetings shall be reported to the membership at the following regular or special OCRMC meeting, or as requested by the President.
7. Each Chair of a Standing Committee is responsible for maintaining complete and accurate records, documents, files, including all social media and website passwords/logins for OCRMC accounts, and properties belonging to the Club. These items are to be delivered to his successor, or to an Officer designated by the President or Executive Board, immediately upon being replaced on the committee.
8. Standing Committee Areas of Responsibilities
a. Bylaws
Responsibilities include, but are not limited to:
i. Creation of the OCRMC Bylaws which is a set of rules that guide the Club’s operations and activities.ii. Maintenance of the Bylaws incorporating NCFRM changes throughout the year and creating drafts for adoption or approval as necessary.iii. Drafts of revisions to be forwarded to the Executive Board for review and comment prior to distribution to the OCRMC membership:- Revisions should specify if Executive Board approval is sufficient for minor changes, such as spelling, grammatical, punctuation and formatting, or if the revisions require member adoption due to changes in policy.iv. Ensure the Bylaws are kept current and available for electronic distribution as needed.v. Submit the current OCRMC Bylaws to the NCFRM by January 31 in each odd-numbered year for the Club to participate in the NCFRM Biennial Convention.
b. Campaign
Responsibilities include, but are not limited to:
i. Research and report on candidates who are running, or are considering a run, for county, state, or national seats.ii. Create a list of candidates by position sought which also includes the candidate’s name, background, history, where she/he previously stood and currently stands on issues and contact information.
c. Fundraising
Responsibilities include, but are not limited to:
i. Develop and oversee the management of quarterly fundraising events;ii. Working with the Events Special Committee, coordinate the successful execution of planned fundraisers.iii. Increase funding to be used to support Republican candidates, the OCRMC Membership drives, and various operational expenses of the Club.
d. Legislative and Research
Responsibilities include, but are not limited to:
Report at monthly general meetings the status of current local, county, state, and national issues, such as:- Bills and Resolutions being introduced and/or up for a vote.- Schedules and recesses.- Elected Officials updates.- What is happening at the OC Board of Commissioners, OCGOP, the OCBOE, the NCSBE.- Upcoming political events; and- Calls to Action encouraging OCRMC members to get involved both as a group and individually.
e. Membership
Responsibilities include, but are not limited to:
i. Develop, coordinate, and execute events, and participate in local service projects and festivals, to grow new membership.ii. Promote social gathering opportunities to strengthen camaraderie among and improve retention of existing members.iii. Be prepared to distribute membership applications to potential new members at every opportunity.iv. Ensure new member packets are complete and on hand at every meeting and event.v. Circulate at meetings and events greeting members and guests.vi. Working with the Hospitality and Events Chairs, take responsibility for signing in members and guests at every meeting and event and ensure the sign-in sheets are handed over to the Treasurer.vii. Encourage existing members to invite those they know to come to a meeting and join the Club.viii. Follow up with guests after each meeting and event to solicit membership.ix. At each meeting, introduce new members and congratulate the members who referred them.
f. Program
Responsibilities are assigned to the Vice President and include, but are not limited to:
i. Assist the President in planning the agenda for upcoming meetings; andii. Suggest speakers and/or activities that would inform, educate, and entertain members with pertinent and useful tools for supporting conservative candidates.g. Public Relations
Responsibilities include, but are not limited to:
i. At the direction of the President and Executive Board, create effective marketing materials to promote membership, to advertise Club activities and fundraisers, to educate the members and the public on pertinent issues, and to support the campaigns of conservative Republican candidates.ii. Create and maintain a sufficient supply of marketing materials necessary to continue the work of the Club.iii. Keep the Club’s Facebook page up-to-date and serve as the Club’s liaison with all forms of media posting Club events, activities, and any other promotional information appropriate for public dissemination.iv. Cultivate contacts and relationships with county home-, private- and public- school communities, public safety departments, and government offices to promote the work of the Club.v. Develop and maintain relationships with online and hardcopy news outlets, local radio and TV network stations, and any other local media outlets to publicize the work of the Club.vi. Tap a full array of social media sources to disperse information about the OCRMC and its events; andvii. Facilitate cooperation with media services in the promotion of the OCRMC, and fundraising events, etc.
B. Special Committees
1. Special Committees include, but are not limited to:
a. Auditb. Eventsc. Hospitalityd. any other committee as deemed necessary by the President.
2. Except for the Nominating Committee, the President may form Special Committees and appoint their Chairs and members, as deemed necessary, to work alongside the Standing Committees to carry out the OCRMC and/or Standing Committees’ plans of action so approved by the Executive Board.
3. Special Committees are temporary in nature serving for the length of time required to complete the task(s) at hand, provided such time is limited to the term of the appointing President.
4. Special Committees shall meet as deemed necessary by their respective Committee Chairs. The results of those meetings shall be reported to the membership at the following regular or special OCRMC meeting, or as requested by the President.
5. Each Chair of the Special Committee is responsible for maintaining complete and accurate records, documents, files, including all social media and website passwords/logins for OCRMC accounts, and properties belonging to the Club. These items are to be delivered to his successor, or to an officer designated by the President or Executive Board, immediately upon retiring from the committee.
6. Special Committee Areas of Responsibilities
a. AuditResponsibilities include, but are not limited to, the quarterly review of all financial records, books, check registers, statements, and records.
b. Events
Responsibilities include, but are not limited to:i. Assist any Standing Committee in selecting a venue, theme, decorations, layout, etc. for a planned event.ii. Serve as the Club’s contact liaison with venue personnel and vendors.iii. Work closely with the OCRMC Treasurer, as well as the Fundraising, Program and Public Relations Committees to manage costs and best promote all Club events.iv. Organize volunteers to decorate, setup and takedown for all events.
c. Hospitality
Responsibilities include, but are not limited to:i. Work with the Membership Committee greeting members, new members, guests, event speakers, elected officials and candidates to Club meetings and other events.ii. Coordinate with other local clubs and other groups to co-host events.iii. Provide directions or other assistance to members and guests.iv. Assist the Events Committee at various functions.
C. Special Services
1. The President shall appoint Regular Members in good standing to fill the following positions:
a. Chaplainb. Historianc. Parliamentariand. Timekeeper
2. Special Services Areas of Responsibilities
a. Chaplain
Responsibilities include but are not limited to opening up OCRMC meetings and events with a non-denominational Christian prayer/invocation; providing spiritual support as needed; announcing requests for prayers and support for any member in need provided said member has granted permission to do so.
b. Historian
Responsibilities include but are not limited to keeping a record of Club Officers, membership rosters, meetings, speakers, awards earned and club activities such as celebrations, events, fundraisers, gatherings, projects, promotional materials, etc.
c. Parliamentarian
Responsibilities include but are not limited to: advising the President on parliamentary procedures at all times; ensuring meetings closely follow the approved agendas, are carried out in a timely and civil manner, and are conducted using proper procedures, in accordance with Robert’s Rules of Order, necessary to keep the meetings orderly; and overseeing the counting of ballots in any contested election of Club Officers.
d. Timekeeper
Responsibilities include but are not limited to: ensuring speakers of any kind are mindful of the time allotted to them before they begin their presentations; politely making speakers aware of their one-minute warnings; and assuring that all meetings maintain a timely pace.
ARTICLE VIIINominations and Elections
A. Nominating Committee
At the October meeting each year, the Regular Members in attendance shall elect three (3) Regular Members in good standing to serve on the Nominating Committee. To maintain impartiality, at this same meeting, the Regular Members shall also appoint one member from this newly formed Nominating Committee to serve as Chair.
B. Nominations
1. The Nominating Committee shall be responsible for canvassing the entire Regular Membership to select one candidate for each of the Club Officer positions. Nominees can only be selected from the OCRMC Regular Members in good standing who are also active in the Club. No nominee can be a member of the Nominating Committee itself. Associate members who hold office or committee chair positions in other Republican Men’s Clubs are not eligible for nomination.
2. The Nominating Committee shall prepare a report of their proposed individuals listing the names of their candidates, certifying that the individuals selected have agreed to serve for the complete term if elected. The report shall be submitted first to the current President 15 days prior to the November monthly meeting, and then to the general membership at the November meeting. The Nominating Committee and the current President should not share the details of this report with anyone prior to the November meeting.
3. At the November meeting, the Nominating Committee Chair shall present the Committee’s proposed slate to the general membership in attendance. Nominations may be made from the floor provided the individuals so named have previously consented to serve if elected. Nominees can only be selected from the OCRMC Regular Members in good standing who are also active in the Club. No nominee can be a member of the Nominating Committee itself. C. Elections
1. At the November general meeting, before any voting may take place, the Secretary shall announce that the attendance sheets will be used to arrive at a quorum vote and request any Regular Member in good standing who has yet to sign in to do so. The Secretary is responsible for tallying the number of Regular Members eligible to vote from the completed sign-in sheets.
2. Immediately following the report of the Nominating Committee, and any nominations from the floor if made, the vote for Club Officers shall be held. A majority vote of the eligible Regular Members present shall constitute an election. No proxy voting is permitted. Electronic voting is allowed if it has been submitted for approval.
3. Elections shall be conducted by voice vote, except in cases where there is more than one nominee for a particular office. In that case, the OCRMC Secretary shall provide for a paper ballot to be held immediately. The completed votes are to be collected and counted by three tellers appointed previously by the current President. Nominees may have one (1) representative view the vote counting by the tellers. As soon as the tally is complete, the Nominating Committee Chair will announce the results to the general membership.
4. Once the full set of Club Officers has been voted in and accepted, the Nominating Committee shall be disbanded.
5. Within 48 hours of the vote, the current OCRMC Secretary shall email to the general membership the names of the newly elected Officers for the coming year.
D. Transitions
1. There will be a 30-day transition period between the newly elected officers and the outgoing officers, granting time for the outgoing officers to properly educate, train, and brief incoming officers. This also allows for a smooth transition of OCRMC leadership.
2. By December 1, the current OCRMC President shall provide a list of the names, addresses, and contact information of all newly elected Officers to the NCFRM President.
3. The outgoing Treasurer is responsible for all required reports on all transactions that occurred during his tenure. When the new Treasurer is sworn in, the year-end report that is due must be completed by the outgoing Treasurer. The outgoing Treasurer can use the report as an opportunity to teach the new Treasurer the steps on processing and submitting the required report.
E. Records
1. All records of any kind, whether in the procession of the Club Officers, Executive Board, Committee Chairs, Committee members, Special Services individuals, or any individual Club member, are the sole property of the OCRMC.
2. All immediate past Club Officers and Committee Chairs shall deliver all records, files, and properties of the OCRMC to their successors, or to an OCRMC Officer designated by the President or the Executive Board, within one month after vacating office, unless otherwise directed by the President or the Executive Board.
3. All financial records, to include NCSBE reports, bank statements, check registers, and receipts, should be preserved and maintained for a period of 12 years, following an election year [G.S. 163.278.22 (5)]. Financial records that no longer meet retention requirements shall be shredded and properly disposed of.
4. After a period of 12 years, all records shall be shredded and properly disposed of, except for those deemed as official, value-added for the continuation of the Club, and/or pertinent by the Club Historian.
ARTICLE IXParliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the OCRMC in all cases where they are applicable and are not inconsistent with these Bylaws nor the Bylaws of the NCFRM.
ARTICLE X Amendments
A. The Bylaws may be amended by a quorum at any regular or special meetings of the OCRMC, provided notice and distribution of the proposed amendment(s) has(have) been given via mail or electronic means to all members at least 30 days prior to said meeting.
B. In an emergency as determined by the OCRMC Executive Board, a revision may be accomplished via a quorum vote of the Club members taken by email.
C. The Bylaws Committee has the authority to make changes to the Bylaws to ensure compliance with NCFRM Bylaws and Standing Rules, and correct spelling, grammatical, punctuation, and formatting errors without approval from the OCRMC Executive Board, so long as the changes do not alter the substance.
_________________________ _________________________Albert D. Carpenter, President Michael Caley, SecretaryOCRMC OCRMC
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