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BoD: Rules of Procedure

  1. Purpose of the Rules
    1. While the Board normally conducts its business in an informal manner, when necessary these rules shall govern the Board during important business and contested issues.
    2. The rules can only be suspended by a unanimous vote of the present board members for one meeting unless otherwise stated.
  2. Types of Business before the Board
    1. All business before the board shall be considered a Main Motion
    2. The types of business before the Board are General Main Motions, Budgetary Matters, Resolutions, Bylaw Amendments, and Constitutional Amendments
    3. Budgetary Matters are any issue dealing with the budget or spending of money.
    4. Resolutions are formally written motions of the board to honor people or organizations, express the will of the Board or the Club, make formal declarations, or Resolutions to Texas Young Republican Federations.
    5. Bylaws amendments make changes to the bylaws of the Club.
    6. Constitutional Amendments change the constitution.
    7. General Main Motions are any other business not otherwise categorized.
  3. Bringing business before the Board
    1. Business can be brought before the Board by any Board member, any Committee of the Club, or the Executive Director.
    2. Committees must submit their business to the President 48 hours prior to the board meeting it is too dealt with.
    3. The Executive Director and Board Members must submit their business to President 48 hours prior to the Board meeting it is to be considered.
    4. Business can be submitted before the Board at the meeting itself by the Executive Director or Board Members as long as the President and two other Board members agree it needs to be heard.
    5. Constitutional Amendments, Bylaw Amendments, and Resolutions must be written. Budgetary Matters must be in writing if dealing with more the $150.
    6. Constitutional and Bylaw Amendments are brought to the Board in manner consistent to the manner required in the relevant document.
  4. Ex Officio Members of the Board
    1. The Executive Director
    2. The Chaplain
    3. Past Board Members
    4. Texas Young Republican Federation Officers who are Active members of the Club
    5. Honorary Members of the Club
    6. Contributing Members of the Club
    7. Other officers of the Club may be made Ex Officio Member Pro Tempore by the President if there is business before the Board that deals with issues in the officer’s purview.
  5. Chairing a Board Meeting
    1. The Board shall be chaired by the most senior member present by office.
    2. The offices are ranked as follows from senior to junior:
      1. i.      President
      2. ii.      Executive Vice President
      3. iii.      Membership Director
      4. iv.      Treasurer
      5. v.      Executive Secretary.
    3. The Chair of the meeting shall hold the powers of the President set forth in these rules for the duration of the meeting.
  6. Executive Session
    1. The Board may go into executive session by order of the President with consent of one other member.
    2. No business can be voted on in executive session only be discussed.
    3. No minutes are made while the board is in executive session.
    4. Those allowed present during executive session
      1. i.      Board Members
      2. ii.      Ex Officio members granted an invitation by the President or two board members
    5. No one present is allowed to divulge the content of executive session for one year or other amount of time set by the President.
    6. Executive session is end by the President
  7. Voting procedures
    1. No vote shall be taken with out discussion as set forth here.
      1. i.      Any members present may give remarks to the board with timing not exceeding 2 minutes per member speaking
      2. ii.      Any Board member and Ex Officio member present may then discuss the issues in turn as over seen by the President.
      3. iii.      The President or a majority vote may end discussion at anytime as long as each board member has had the opportunity to speak at least twice and each Ex Officio at least once.
      4. iv.      The above rules are not operative if the vote is directly proceeded by Executive Session
      5. v.      After discussion is ended each board member shall be granted the opportunity to present final a final argument in order from most junior to most senior. Then the President shall bring the board to a vote.
    2. All votes shall be conducted by roll call from most junior member to most senior member.
    3. Only Board Members may vote on any issue before the Board.
    4. Board Members may submit proxy vote on any issue before the board to President prior to vote being called if they have an excused absence from the meeting.
    5. The President and one other officer shall sign all written Main Motions of the club that are passed and give them to the secretary for safe keeping.
  8. Absence of Board Members
    1. In accordance with the constitution the board shall determine if absence are excusable
    2. Any absence know prior to the meeting shall be submitted the President 24 hours prior to the meeting.
    3. The board grants the power to determine if absences are excused to the President if submitted to him 48 hours prior to the meeting. If the President does not determine the absence excusable, then the board shall vote on it at the meeting.
    4. Absences not submitted to the President 24 hours prior to the board meeting shall be voted in at the following meeting after the absent member has a chance to submit a reason.
    5. The board considers the following reasons for absence automatically excusable:
      1. i.      Medical Emergency with note from doctor.
      2. ii.      Illness with note from doctor
      3. iii.      Illness or Medical Emergency of a family member under care of the Board Member
      4. iv.      Conflict with the member’s work.
      5. v.      Conflict with another official Republican Party of Tarrant County, Republican Party of Texas, or Texas Young Republican Federation event. This should not include events of other Republican Auxiliaries unless the member is carrying out the business of this Club at the event.
      6. vi.      Death of a family member or close friend.
  9. Calendar
    1. The calendar shall be locked 48 hours prior to the meeting.
    2. The calendar shall only be unlocked by a unanimous vote of members present.
    3. The Calendar shall follow the following form
      1. i.      Call to Order
      2. ii.      Invocation Prayer
      3. iii.      Approval of Minutes from last board meeting.
      4. iv.      Approval of Minutes from last general membership meeting.
      5. v.      Vote on any changes to the rules of procedure.
      6. vi.      Approval of any committee reports
      7. vii.      Report of the President
      8. viii.      Report of the Executive Vice President
      9. ix.      Report of Membership Director
      10. x.      Report of Treasurer
      11. xi.      Report of Executive Director
      12. xii.      Comments from anyone else present
      13. xiii.      Main Motions before the board
        1. Constitutional Amendments
        2. Bylaw Amendments
        3. Budgetary Issues
        4. Resolutions
        5. General Main Motions
        6. xiv.      Announcements of Board Members
        7. xv.      Announcements of Ex Officio Members
        8. xvi.      Announcements of Club Members
  10. Calling to Order
    1. The meeting shall be called to order by the president
    2. The President cannot call the meeting to order prior to the scheduled time.
    3. The President must cancel the meeting if a quorum has not been reach by 30 minutes past the scheduled start time, unless it is know a quorum will be reached in a reasonable time after that.
  11. Adjourning
    1. The meeting shall be adjourned by the President at his discretion.
    2. The meeting may be adjourned by 3 members of the board.
    3. Any business on the calendar not reached at the time of adjournment shall be automatically laid on the table to it taken up again at the request of the President or two members.
  12. Miscellaneous
    1. The board shall be considered a continuous body between administrations.
    2. Proper notice of a Board meeting shall be considered 72 hours. The board can have emergency meeting with less notice by consent of 4 members.
    3. Proper notice of business before a meeting shall be 10 hours. The board can consider emergency business with less notice with consent of 3 members. This rule is render null and void if it disagrees with a constitutional or bylaw requirement for notice.
    4. Committee reports shall be signed by the committee chair prior to submission to the board if they are written. The President shall sign the committee report if accepted by the board if it is written.
    5. Officer Reports shall be signed by the officer tendering them if they are written. The President shall sign them after they have been accepted by the board if written.
    6. The secretary is required to keep and protect all written report of the club for future reference and historical purposes. The secretary shall also make an electronic copy of any written record of the club showing the proper signatures.
    7. The treasurer shall keep a copy of all Budgetary Business passed by the club. These copies may be electronic or paper. The Treasurer shall sign the copy after the order has been carried out.
    8. Any area not addressed in the rules shall be governed by the latest edition of Roberts Rules of Order unless it contradicts with the Constitution of this Club, the Bylaws of this Club, or the Rules here expressed.
    9. These rules must be published on the website for the benefit of the membership
    10. The Sergeant-at-Arms shall assist the President at maintaining order during Board meetings.
    11. If the secretary is absent the President shall appoint another Board Member or Ex Officio member to keep the minutes.
    12. If there are vacancies on the Board, any number in these rules referring to the number of Board members required for a specific task shall be lesser the number of board positions vacant.
    13. Business before the Board shall be placed on the private section of the website for review and discussion by the board members by the deadline for that type of business.
  13. Amendments to the Rules
    1. This section of the Rules cannot be suspended.
    2. Changes to the Rules of Procedure must be presented to the Board 12 hours prior to the meeting.
    3. Changes to the Rules must by submitted in the form of a Resolution to the President 48 hours prior to the board meeting at which they are to be voted on.
    4. Resolution to change the Rules must be dealt with immediately after acceptance of the minutes.
    5. Resolutions to change the rules of procedure do not go into effect until the next meeting unless unanimously passed by all 5 board members. If the change is unanimously passed by all 5 board members it goes into effect immediately.

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