Note: Article V, Section B, Subsection 7 was added to the ByLaws on May 18, 2013 in Richmond County, New York.
NEW YORK STATE YOUNG REPUBLICANS
Adopted at a Special Meeting held on August 1, 1999 in Staten Island, New York
Amended on January 26, 2002 in Rensselaer County
Amended on June 28, 2003 in Erie County
Amended on August 23, 2003 in Westchester County
Amended on March 21, 2009 in Rensselaer County
Amended on May 18, 2013 in Richmond County
A. There shall be four categories of membership in the NYSYR. They shall be Community-based clubs, College Republican-based clubs, Teenage Republican clubs and Individual membership.
1. Community-based Club membership shall be granted to any organized body in the State of New York meeting all of the following criteria:
a) Minimum of five (5) dues-paying members who are under the age of 40 all of whom have expressed a general preference for the principles of the Republican party.
b) Received authorization for the use of the Republican name from the County Republican Chair of the county in which the organization is based, or in the alternative an authorized representative of the New York Republican State Committee.
c) Submission of said groups’ current constitution and/or bylaws, membership list and a $50.00 credentialing fee to the Credentials Committee.
d) There may be only one club from the same geographical area. In the event that two clubs meet the above requirements, the Chairman of the NYSYR shall send a letter to the County Chairman of the Republican County Committee for the County in which the club exists asking for a letter in writing which must express which club should be credentialed as the official YR club for that area.
e) The officers of the NYSYR shall make the final determination as to the choice of clubs. However, if the club that is chosen by the NYSYR is not the same club as recommended by the County Chair, a letter must be sent to the New York State Republican Party Chair within fifteen (15) days explaining the situation.
f) Hold at least three (3) meetings per calendar year in that Club’s home community with at least one month intervals between such meetings. No state-wide meetings or biennial conventions, or meetings held during state-wide meetings or biennial conventions shall be included towards this requirements.
g) Create and retain minutes for all meetings held.
2. Campus-based Club membership shall be granted to any organized body in the State of New York meeting all of the following criteria:
a) Minimum of five members who are actively enrolled at the campus at which the organization is based who have expressed a general preference for the principles of the Republican party.
b) Submission of said groups’ current constitution and/or bylaws, membership list and a pro-rata share of dues to the Credentials Committee.
c) There may be only one club from the same school or university. In the event that two clubs meet the above requirements, the Credentials Committee will hold a hearing where both clubs may submit evidence. The Credential Committee’s recommendations may be accepted or refused by the membership.
3. Teenage Republican Clubs may affiliate with the NYSYR and be granted membership in the NYSYR if the following criteria are met:
a) Minimum of five teenaged members who have expressed a general preference for the principles of the Republican party.
b) Submission of said groups’ current constitution and/or bylaws, membership list and a pro-rata share of dues to the Credentials Committee.
c) There may be only one club from the same geographical area or school. In the event that two clubs meet the above requirements, the Credentials Committee will hold a hearing where both clubs may submit evidence. The Credential Committee’s recommendations may be accepted or refused by the membership.
4. Individuals may affiliate with the NYSYR and be granted membership in the NYSYR if the following criteria are met:
a) He or she is between the ages of eighteen and forty and expresses a general preference for the principles of the Republican party.
B. Any individual who is a member of more than one member Club of the NYSYR must declare a primary membership for purposes of voting and dues and shall be deemed to be only a member of the primary club.
C. NYSYR members shall pay dues as follows:
1. Community-based Clubs shall be assessed dues at the rate of $50.00 for a two-year period collected on every odd number year.
2. Campus-based Clubs shall be assessed dues at the rate of $25.00 for a two-year period collected on every odd number year.
3. Teenage Republican Clubs shall be assessed dues at the rate of $25.00 for a two-year period collected on every odd number year.
4. Individuals shall be assessed dues at the rate of $20.00 for a two-year period collected on every odd number year.
D. Any new club may be credentialed at any general meeting. If a new club seeks to be credentialed before the biennial convention, but after the most recent general meeting, a credentialing packet, consisting of those items listed in Article I, Section A, Subsection 1of these Bylaws, must be sent to the Chair of the Credentials Committee, the Corresponding Secretary or the Recording Secretary to establish good standing and to be permitted to vote. This “credentialing packet” must be received at least fourteen (14) days before the date of the Convention. The Chair of the Credentials Committee, the Corresponding Secretary or the Recording Secretary shall report to the Governing Board all received club credentialing packets within twenty-four (24) hours of receipt of any new credentialing packet.
E. Any member club having met the requirements for membership need only to submit their $50.00 re-credentialing fee, membership list, and minutes of all meetings held (collectively, the “re-credentialing packet”) on biennial basis, to the Chair of the Credentials Committee, the Corresponding Secretary and the Recording Secretary to remain in good standing and permitted to vote. The re-credentialing packet must be provided at least fourteen (14) days before the biennial convention. Membership lists and meeting minutes may be transmitted by courier, or through the mail (including U.S. Postal Service, Federal Express or United Parcel Service), facsimile or email. The Chair of the Credentials Committee, the Corresponding Secretary and the Recording Secretary shall report to the Governing Board as to all received club re-credentialing packets within twenty-four (24) hours of receipt of any new re-credentialing packet once a club re-credentialing packet is received by the Chair of the Credentials Committee, the Corresponding Secretary or the Recording Secretary.
F. Any member club, which has failed to timely pay their credentialing fee and/or submit its membership lists shall be dropped from membership in the NYSYR and shall not be, permitted to vote. Said member shall be readmitted to the NYSYR upon application and approval of the Credentials Committee in the same manner prescribed for admission of new members. Failure to meet these re-credentialing requirements, or any other obligation imposed on a member club, shall merit a denial of credentials until it has exhibited compliance with all requirements and obligations so imposed by the NYSYR. For those new clubs that have credentialed within one calendar year prior to the biennial convention, the Governing Board can waive their requirement to pay a $50.00 re-credentialing fee so as not to impose undue financial burdens on new clubs.
A. NYSYR members shall be accorded representation as follows:
1. Community-based Clubs shall be represented at NYSYR meetings and at the biennial convention at the rate of ten (10) delegates per club for a county wide community based club.
2. Campus-based Clubs shall be represented at NYSYR meetings at the rate (5) delegates for the NYCRSC including all of their constituent chapters.
3. Teenage Republican Clubs shall be represented at NYSYR meetings at the rate of one (1) delegate for each teenage republican club, up to a maximum of two (2) delegates in any county.
4. Individuals in the NYSYR shall have no delegate representation.
5. Elected Officers of the NYSYR shall be considered “super-delegates” and shall have one (1) vote each at any meeting, but not at the biennial convention.
B. Delegate Rules
1. Any member club may have as many alternate delegates as it wishes to send.
2. A delegate for a member club shall be entitled to carry the written proxies of the other delegates of the same member club at meetings, but not at the biennial convention. No delegate or other person, however, may carry more than one proxy at any time. No proxies are allowed for the biennial convention, except for any meetings of the Governing Board, which are scheduled for the same day as the biennial convention. Only the approved delegate proxy attached to these bylaws may be used. [Available at end]
3. The Chair of a standing committee is only permitted to give his or her proxy to the vice-chair of the committee he or she chairs.
4. Super-delegates cannot also be delegates for the member club to whom they belong and cannot hold the proxies for those delegates. However, they may give up their “super-delegate” status to become a delegate of their club without giving up the office that gives them status as a super-delegate.
5. Each delegate shall be accorded one vote at general meetings of the NYSYR.
6. All voting by any member club shall be by unit rule determined by a caucus of the delegates belonging to the member.
7. All counties shall indicate at least 72 hours before any meeting or the biennial convention the name, address and telephone number of the delegates and alternate delegates it is sending in person to represent that member at the meeting or convention, the name, address and telephone numbers of those attending by proxy and who is holding that proxy. The member shall also indicate the name of the “contact” or “head” delegate. Failure to do so will result in the delegate(s) not being able to vote at the meeting or the biennial convention, although the member will be considered present for quorum purposes. This list can be faxed, e-mailed or sent via overnight mail to the General Counsel, Corresponding Secretary or Recording Secretary of the NYSYR. The General Counsel, Corresponding Secretary and Recording Secretary shall each report to the Governing Board all received delegate lists forty-eight (48) hours before the meeting or biennial convention.
8. Any delegate or alternate delegate named by the member club must be from the membership list on file with the NYSYR. Membership lists may be updated at any time during the year and may be sent with the delegate list.
9. All delegates must be between the ages of 18 and 40, inclusive, except for delegates from the Teenage Clubs which may be younger than 18.
10. All proxies must be presented to the Recording Secretary at the beginning of the meeting.
A. The NYSYR shall be divided by counties into the following Regions:
1. Capital: Albany, Columbia, Greene, Montgomery, Rensselaer, Saratoga, Schenectady, Fulton and Schoharie.
2. North Country: St. Lawrence, Clinton, Essex, Franklin, Hamilton, Warren and Washington.
3. North Central: Cayuga, Madison, Onondaga, Oneida, Oswego, Herkimer, Jefferson and Lewis.
4. Eastern: Nassau and Suffolk.
5. Metro: Bronx, Kings, New York, Queens and Richmond.
6. Finger Lakes: Livingston, Steuben, Monroe, Ontario, Wayne, Yates, Seneca, Schuyler and Chemung.
7. Western: Niagara, Erie, Chautauqua, Cattaraugus, Allegany, Wyoming, Genesee and Orleans.
8. Southern Tier: Tompkins, Tioga, Cortland, Chenango, Otsego, Broome and Delaware.
9. Mid-Hudson: Sullivan, Ulster, Dutchess, Orange, Putnam, Rockland and Westchester.
IV. THE GOVERNING BOARD
A. The Governing Board shall be comprised of the officers of the NYSYR, the Immediate Past Chair of the NYSYR, any officers or member of the Governing Board of the Young Republican National Federation residing in New York State, and the members of the Cabinet as defined by Article IX of the NYSYR Constitution.
B. The Chair and Vice-Chair shall serve as Chair and Vice-Chair of the Governing Board.
1. Meetings of the Governing Board shall be called by the Chair or upon written request of the majority of the members of the Governing Board. Notice of meetings of the Governing Board shall be faxed, e-mailed or sent via overnight mail to each member not less than seventy two (72) hours in advance of the meeting time, and each member shall be entitled to cast his vote by written proxy given to another member of the Governing Board. Only the Governing Board proxy attached to these bylaws may be used.
2. One-third of the total membership of the Governing Board shall constitute a quorum.
3. Except as otherwise provided herein, the Governing Board shall act by a majority of the members present or voting by written proxy at any meeting. A member voting by proxy is not in attendance for purposes contained in Article VIII of the Constitution.
4. The time and place of the meetings of the Governing Board shall be designated by the Chair of the NYSYR or in his absence, the Vice-Chair. The Governing Board can hold its meeting in person, on a conference call, or any other technological means
V. MEETING / BIENNIAL CONVENTION HOST RULES
A. Host Club Responsibilities
1. To prepare a bid containing:
a) List of potential speakers that can be acquired with reasonable certainty.
b) Time and Place where the meeting and events will be held.
c) List of money raising activities planned.
d) Hotel information.
e) Intended Registration Cost.
f) Estimated cost to host the event and estimated profit must be contained in an itemized budget.
g) A brief statement of why your club wants to host a NYSYR meeting.
2. To review all contacts and prices with the NYSYR Chair, Treasurer and General Counsel.
3. Work with the NYSYR Chair and Treasurer to set the registration fee.
4. Select speakers subject to the approval of the NYSYR Chair
5. To set the social agenda of the meeting.
6. To be responsible for supplies needed to host the meeting.
7. To submit a full accounting of the finances of the meeting or biennial convention held to the Treasurer of the NYSYR within 15 days of the meeting or convention (the “Meeting Report”). The Meeting Report must include copies of all receipts, expenditures and other debits, and all credits, and any other items deemed necessary by the Treasurer. A list of all attendees with the name, address, email and phone numbers, where available, shall also accompany the Meeting Report.
B. The NYSYR Responsibilities
1. To notify the host county of their selection at least 90 days before the meeting date, unless the hosting member waives this time.
2. To provide technical assistance and support to the host club.
3. To set the agenda for the business portion of the meeting.
4. To bring copies of any necessary documents.
5. To be responsible for any and all deposits and on site expenses related to the business portion of the meeting.
6. To pay to the host club 50% of gross profits raised at the meeting and events as determined by the NYSYR Treasurer in return for the host club’s compliance with their responsibilities listed in Article V, Section A of these Bylaws, with a right of appeal to the Governing Board.
7. Any proposed amendments to the Constitution or Bylaws of the NYSYR and notices of ratification of amendments to the Constitution of the NYSYR from each of the Member Clubs made pursuant to Article XIV of the Constitution of the NYSYR must be faxed, e-mailed, or sent via US mail to the General Counsel, Corresponding Secretary and Recording Secretary of the NYSYR. The Corresponding Secretary of NYSYR shall be responsible for e-mailing any notices required by Article XIV of the Constitution of NYSYR to each of the Member Clubs and the Governing Board as well as notices of adoption of amendments to the Constitution and Bylaws of NYSYR.
A. Each committee shall have a Chair and Vice-Chair, as mandated herein or appointed by the Chair where allowed by these bylaws. Committees may meet independently of the NYSYR to conduct their business, however, they may not bind the NYSYR in any way without the express authority of the NYSYR, Governing Board or the Chair.
B. Any member of a member club in good standing or an individual member in good standing may be eligible for appointment to any committee by the Chair, but no person shall be a member of more than three standing or special committees at one time. Committees other than the Governing Board shall have no more than ten members. This shall be exclusive of any ex-officio member mandated herein.
C. Committee Functions
1. The Rules Committee shall enact rules subject to the approval of the NYSYR or the Governing Board. It shall be responsible for formulating amendments and presenting same to the NYSYR for final disposition. It shall also record and publish the bylaws and constitution of the NYSYR; The Rules Committee shall provide legal counsel for all committees of the NYSYR; The Rules Committee shall interpret all constitutional rules and bylaws of the NYSYR. Interpretation of rules and bylaws may be made pursuant to a written request of any member of the Governing Board, the Chair of any member club, or any person against whom a rule or bylaws is enforced. The Committee may consider upon decision of its Chair to hold an open hearing pursuant to such a request. Decisions interpreting rules and bylaws of the NYSYR shall be appealable upon written notice to the Governing Board within 72 hours of notification of the Committee decision and may be overturned only by a two-thirds vote of the Governing Board. The General Counsel shall be a member of the Committee.
2. The Credentials Committee shall have the power to review and approve all applications for membership in the NYSYR and changes in voting status, subject to the approval of the Governing Board of the NYSYR. The Credentials Committee shall, determine the eligibility of candidates for elective office and the continuing eligibility of all officers. Appeals of the Credentials Committee decisions shall be made to the Rules Committee. The NYSYR Recording Secretary, the Chair of the Membership Committee and the Chief of Staff shall serve as members of this committee.
3. The Membership Committee shall be charged with the promotion and organization of new Young Republican Clubs as well as the retention and expansion of existing Young Republican Clubs. The Regional Vice-Chairs of the NYSYR shall serve as members of this committee.
4. The Campaign Committee shall be responsible for coordinating the activities of NYSYR member clubs in Political campaigns. The Vice Chair and the Regional Vice Chairs shall serve on this committee.
5. The Finance Committee shall be responsible for coordinating the long-term financial planning for the NYSYR and for overseeing the financial books and records of the NYSYR and for holding an annual Teddy Roosevelt Dinner among other fundraising activities. The Treasurer and the Regional Vice Chairs of the NYSYR shall serve on this Committee.
6. The Communications Committee shall be responsible for all press and media relations of the NYSYR and produce a regular newsletter for the NYSYR. The Corresponding Secretary shall be a member of this committee. The Chair of this committee shall have the title of Press Secretary of the NYSYR.
7. College Chapter Liaison Chair shall be a permanent position filled by the then current Chair of the New York State College Republicans and shall serve as a liaison between the NYSYR and the NYSCR.
8. The Special Events Committee shall coordinate any and all special events that the NYSYR engages in and report to the Chair on a regular basis.
VII. IMPEACHMENT OF AN OFFICER
A. Impeachment proceedings shall be initiated by the Governing Board, which shall appoint a six-member committee, including and headed by the General Counsel, to investigate the matter confidentially. Said a committee shall give, within three (3) weeks from creation and prior to any final determination by the Committee, written notice thereof to the interested party or parties.
B. The said committee shall report to the Governing Board no later than the next meeting of the Governing Board.
C. In the event the committee recommends further proceedings, and the Governing Board, by a two-thirds vote of those members present and voting, approves the recommendation, then specific charges or findings of fact shall be drawn by the Governing Board and presented to the NYSYR at its next meeting. The party against whom the charges have been made must be given an opportunity to respond to the charges at the time of the meeting of the Governing Board. All meetings of said committee shall be held in Executive session.
D. Notice of the approval of the investigating committee’s report, together with a copy of the charges to be submitted at the next NYSYR meeting, shall be given to the interested party or parties and to the Chair of the NYSYR.
E. The party against whom the charges have been levied must be given the opportunity to respond to the charges at the time of the hearing before the NYSYR.
F. The NYSYR may remove or censure the party against whom the charges have been brought by a two-thirds vote.
VIII. DISPUTE RESOLUTION PROCEDURE: Any dispute over the identity of any officer, outcome or validity of any election of the NYSYR or of any member, shall be resolved in accordance with the following dispute resolution procedure:
A. Any aggrieved party to such a dispute may initiate proceedings under this Article by filing a written complaint with the NYSYR Chair by mailing such complaint in writing to the NYSYR Chair with a copy to the NYSYR General Counsel. Any such complaint must be postmarked no later than thirty (30) days following the incident, election, or other event from which the dispute arises.
B. If the dispute pertains to the NYSYR Chair, the complaint shall be filed with the Vice Chair and the General Counsel by mailing such complaint in writing. Any such complaint must be postmarked no later than thirty (30) days following the incident, election, or other event from which the dispute arises.
C. No later than fourteen (14) days following receipt of any complaint filed in accordance with this article, the NYSYR Chairman (or Vice Chair in a dispute involving the Chair) shall appoint a Committee to investigate the dispute and make a final decision. The Committee shall be composed of five (5) members; two (2) of which shall be appointed pursuant to a recommendation by the Complainant, and two (2) of which shall be appointed pursuant to a recommendation by the Respondent (or Respondents collectively). The other four members, acting jointly, within fourteen (14) days following the date on which the last of such members is appointed, shall appoint the fifth member. If the four members do not agree on a fifth member with such time, the NYSYR Chairman shall immediately appoint the General Counsel as the fifth member, unless the General Counsel is a party to the dispute, in which case the NYSYR Chair shall appoint the immediate Past Chair of the NYSYR; if the immediate Past Chair is no longer an active member of a duly chartered Young Republican organization, the YRNF Chair shall appoint any current NYSYR elected officer.
D. The five (5) members of a Committee appointed pursuant to subsection (c) shall select by majority vote, within five days of the date on which the last of the Committee members is appointed, a Chair of the Committee, who shall preside at all meetings of the Committee, based on a majority vote of the Committee. Within five (5) days of appointment, the Chair shall send notice, by certified mail, to the members of the Committee of a hearing to be held by the Committee within thirty (30) days of such notice. Any such hearing shall be held within the county in which the dispute arose, or within Albany County or the counties surrounding Albany County if the dispute involves the NYSYR or any Officer thereof, as determined by the NYSYR Chair if the complaint was filed pursuant to subsection (a). A majority of the members of the Committee shall constitute a quorum for the purposes of conducting the hearing.
E. At any hearing held pursuant to subsection (d), all parties to the dispute shall be permitted to appear before the Committee and present evidence, including oral and written testimony, in accordance with procedures approved by a majority of the members of the Committee. Audio or video recordings of any such hearing shall be permitted at the request of any party to the dispute, and shall be made a part of the hearing record. The Chair of the Committee shall designate a member of the Committee to take minutes of the hearing and to preserve all evidence presented, which shall be included in the hearing record. The entire hearing record shall be made available to any Member of the Committee no later than thirty (30) days following a request therefore.
F. The Committee shall issue a final decision, in writing, and shall send such a decision to all parties to the dispute and to the NYSYR Chair (or First Vice-Chair a dispute involving the Chairman), no later than sixty (60) days following the conclusion of the hearing. A minority of the members of the Committee, in whole or in part, may issue a dissenting opinion. A final decision of a Committee appointed in accordance with this Article shall be binding on all parties unless appealed in accordance with subsection (g).
G. Any party to a dispute aggrieved by a final decision may appeal such final decision, in whole or in part, by filing a written appeal with the NYSYR Chair. Any such appeal must be postmarked no later than thirty (30) days following the date on which the final decision is issued. An appeal of a final decision relating to a dispute involving the NYSYR or any Officer thereof shall be decided by majority vote of both the NYSYR Executive Board and the members of the NYSYR at the next duly called meeting thereof.
H. No later than thirty (30) days following a decision of the NYSYR Executive Board any party to the dispute may request arbitration by the American Arbitration Association (hereinafter “AAA”) under the rules of the AAA. The hearing record shall be made available to the AAA. In such arbitration the losing party, as determined by the AAA, shall be responsible for all cost imposed by the AAA, unless otherwise determined by the AAA. Any final decision, or ruling, of the AAA shall be binding on all parties and enforceable in any Court of competent jurisdiction within the state involved, or the District of Columbia if the dispute involves only the YRNF. The party initiating arbitration shall be responsible for making an initial deposit in an amount required to initiate proceedings by the AAA, but all parties shall be required to share equally in the incremental costs imposed by the AAA unless otherwise determined by the AAA.
I. All officers of the NYSYR, members of the NYSYR and all officers of the member clubs, as a condition of accepting and holding office, elected or appointed, in their respective organizations, agree to be bound by these provisions and any officer, elected or appointed, refusing to participate in such proceedings or to accept the result of any final decision arising in accordance with these provisions shall automatically forfeit any office or claim to such office.
J. Until a pending dispute is finally resolved in accordance with the procedures established by this Article, any Committee on Credentials shall give due deference to the presumption in favor of any member and the officers thereof as duly recognized at the preceding NYSYR Convention convened in accordance with the provisions of the Constitution and By-Laws of the NYSYR, but may take into consideration the outcome of any relevant dispute which has been finally resolved in accordance with the procedures established by this Article subsequent to the preceding NYSYR convention.
IX. DATE OF THE BIENNAL CONVENTION: The Biennial Convention will be held between February 1 and July 15 in odd number years.