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BYLAWS OF THE PORTLAND DEMOCRATIC CITY COMMITTEE

 Article I – Name 

 This organization shall be known as the Portland Democratic City Committee (hereinafter called  “PDCC.”

 Article II – Mission and Purpose 

 The mission of the Portland Democratic City Committee is to advance Democratic values and  principles, considering the needs of all and the rights of each. We believe in truly inclusive,  participatory, transparent, and democratic governance based in the equality of all citizens, and  strive to model these values in our organization and community. 

 To achieve our goals, we seek to build a large, engaged community of active voters, volunteers  and activists; to be a strong and effective voice in local and state policy decisions; and to elect  Democrats to local, state, and national office. When more than one Democrat is seeking an  elected office, the PDCC does not take sides, but seeks to inform voters about all of their  Democratic choices. 

 Article III – Membership 

 Section 1.  Methods of Qualifying for Membership. 

 Any resident of the City of Portland who is a member of the Democratic Party, registered as  such with the City of Portland, may become a member of the City Committee by either: 

  1. attending the Portland Democratic Biennial Municipal Caucus, or 

  2. attending a regularly scheduled meeting of the PDCC or one of its  designated subcommittees, and there expressing a desire to become a member of the PDCC. Once party  affiliation and residency have been verified, the  prospective member will become a member of  the PDCC and will be able to vote  at all subsequent  PDCC meetings.   Prospective members may not cast a vote at their first PDCC meeting.

 Section 2.  Membership at Time of Adoption of By - Laws. 

 All members of the PDCC as of the date  of adoption of these bylaws shall be deemed members of the  PDCC.

 Section 3.  Removal of Members. 

  1. Members shall be automatically removed if they cease to be registered as Democrats in  Portland. The Secretary, or other properly designated committee member, shall conduct this  removal at least annually, after each municipal election, by inspecting the Portland Democratic  Party enrollment, as obtained from the Portland City Clerk. 

  2. A member of the  PDCC may be removed  for persistent disruptive behavior or  serious ethical violations, as determined by a two-thirds vote of the membership at a regular  meeting. The Secretary or their designee shall provide the member and the membership with  written notice of the basis for removal prior to this meeting, and the member must be given the  opportunity to be heard before the  PDCC prior to the vote for removal. 

 Section 4. Subcommittee Membership. 

 All PDCC members are members of all PDCC subcommittees. 

 Section 5. Contact Information. 

  1. Contact information for all PDCC officers and subcommittee chairpersons, who shall be  provided with PDCC email addresses, shall be posted on the PDCC website. 

  2. Access to and use of the PDCC email list shall be restricted to PDCC officers and  subcommittee chairpersons doing the business of the  PDCC. 

 Section 6. Policy of Inclusion. 

 All PDCC members are welcome to attend all PDCC events regardless of ability to pay. 

 Section 7. Grievance Process. 

 Any member may issue formal grievance against any other member by submitting a written  notice of grievance to the elected officers. If any member issues formal grievance against  another member, they may seek a meeting with that member mediated by a willing officer, or  they may seek removal of that member as outlined in Article III. If any member issues formal  grievance against an elected officer, they may seek a meeting with that officer mediated by  another willing officer, or they may seek removal of that officer as outlined in Article VI, or they  may submit a written notice of grievance to the elected officers of the Cumberland County  Democratic Committee. 

 Article IV – Meetings 

 Section 1.  Biennial Meeting. 

 The Biennial Meeting shall be the Biennial municipal caucus. 

  1. It shall be called in accordance with the rules prescribed by the Democratic Party of  Maine. 

  2. The Chairperson shall appoint a registered Democrat from each precinct and/or  district for the purpose of supervising a caucus election for delegates and alternates to the State  Convention of the Democratic Party of Maine. 

 Section 2.              Regular Meetings. 

 Regular meetings shall be held once a month except when the Executive Committee finds  reason not to conduct a meeting.  However, regular meetings shall  be held no less than 8  times a year. 

 Section 3.              Special Meetings. 

 Upon receipt of a written or email request from a majority of officers or any five members of the  PDCC, the Chairperson  shall call a special  meeting to be held within thirty (30)  days to discuss any business mentioned in the request.  Whenever a special meeting is held  upon request, the notification and agenda requirements contained in Section 5 below shall be  mandatory. 

 Section 4.          Quorum 

 A quorum shall be  thirteen ( 13) members of  the City Committee.  When less than  13 members of the  PDCC are present at any  meeting, no effective action may be  taken except to adjourn. 

 Except where otherwise provided in these bylaws, actions of the  PDCC shall  be taken by a majority vote of those members present. 

 Section 5.              Meeting Agenda and Notice Requirements. 

 The Chairperson  is responsible for establishing the  agenda of meetings.  Items may be placed  on the agenda in one of four ways: (1) by the Chair, (2) by two or more officers, (3) by written or  email request to the Chairperson  of at least three  members of the  PDCC received at least fourteen (14) days prior to the next scheduled meeting, or (4) by motion at a  PDCC meeting upon the approval of two-thirds  (2/3) of the members present. 

 The following shall be included in a regular meeting: (a) call to order, (b) reading of minutes of  last meeting, (c) reports of the Treasurer and committees, and, when applicable, (d) unfinished  business, and (e) new business. 

 Each  PDCC member shall be given seven  (7) days notice and a written agenda  prior to the holding of a  PDCC meeting.  Said notice shall specifically advise the  members of any prospective vote including officer elections, member or officer removals, or  bylaws revisions or amendments. 

 Section 6.              Meeting Rules. 

 The Chairperson  shall be responsible for the orderly  conduct of the meetings. The rules contained  in the current edition of Robert’s Rules of Order shall govern the  PDCC in all  cases in which they are consistent with these bylaws and any rules of order the City Committee  may adopt. At the  discretion  of the Chairperson, the Chairperson of the Bylaws and  Organization Subcommittee may assist the Chairperson in the application of all governing  rules of order. 

 Section 7.              Prohibition of Proxy Voting. 

At no time shall proxy voting be permitted. 

 Section 8. Endorsement Votes. 

 The PDCC may seek to hold endorsement votes on a statement, issue, platform, ballot initiative,  referendum, candidate, or other item. When the Chairperson announces in writing the result of  an endorsement vote, they shall include in the announcement the recorded number of members  supporting, opposing, and abstaining. 

 When one Democrat is seeking an elected office, the PDCC may consider an endorsement vote  for that candidate. When more than one Democrat is seeking an elected office, the PDCC may  consider a blanket endorsement vote for all Democratic candidates seeking that office. The  PDCC may only consider an endorsement vote for non-Democratic candidates seeking elected  office when there are no Democratic candidates seeking that office. 

 When an endorsement vote for a ballot initiative or referendum is placed on the agenda, the  PDCC shall give opportunity in that meeting for an endorsement vote of each possible voter  position (for example “Yes on 1” and “No on 1”). 

 Article V – Officers 

 Section 1.              Officers of  the Portland Democratic  City Committee. 

 The officers of the  PDCC shall consist  of a Chairperson, Vice-Chairperson, 

 Treasurer and Secretary.  Only members of the  PDCC are eligible to be officers.  Except for the temporary assumption of an office due to vacancy, no person shall hold more  than one (1) office simultaneously. 

 Section 2.              Chairperson. 

 The Chairperson is the Chief Executive Officer of the  PDCC, with responsibility  for all executive functions of the  PDCC.   The Chairperson shall preside at all  meetings of the  PDCC and Executive Committee.  The Chairperson shall, in addition to the Treasurer, be authorized to sign all check drafts and all orders for payment of  money.  The Chairperson shall be an ex officio member of all standing subcommittees of the  PDCC.  It shall be  their duty  to appoint the chairpersons of all standing  subcommittees of the  PDCC.  

 Section 3.              Vice-Chairperson. 

 In the event of absence of the  Chairperson, the Vice-Chairperson  shall preside at all meetings  of the  PDCC  and the Executive Committee.  The Vice-Chairperson shall assist  the Chairperson  in the drafting and distribution of  official PDCC communications, and in  other  duties as the Chairperson may request. 

 Section 4.              Treasurer. 

 The Treasurer shall 

  1. keep a full and accurate account and record of all receipts and disbursements, 

  2. deposit all monies in the name of the  PDCC in a recognized bank, credit  union, or trust company, 

  3. disburse all the funds of the  PDCC as may be authorized in accordance with 

 Article IX, 

  1. keep comprehensive documentation of all financial transactions, 

  2. promptly complete and submit all reports required by the laws of Maine in connection with  receipts and disbursements, 

  3. be a member of the Finance Subcommittee, 

  4. give a Biennial Financial Report at the  PDCC’s Biennial Meeting, 

  5. inspect the account weekly, and 

  6. report to the  PDCC 

  1. account balance changes of $250 or more on the  PDCC  website within  seven days of learning of said changes; 

  2. at each general meeting, the current balance of the account, including the prior month’s  expenditures and revenue, as well as the next month’s anticipated or obligated expenditures of  $250 or more. 

  1. The Treasurer is authorized to sign all checks, drafts and orders for payment of money. 

  2. The Treasurer’s accounts and records may be audited when such an audit is requested by  placement on the agenda in accordance with Article IV, Section 5, and approved by a majority of  the membership. Any subsequent audits requested within a two-year period must be approved  by a two-thirds majority of the membership. 

 Section 5.              Secretary. 

 The Secretary shall be the recording and corresponding officer of the  PDCC.   The Secretary shall be present at all meetings, shall keep complete and accurate records of all  meetings, and shall seasonably file a duplicate copy of such record with the Chairperson.  The  Secretary shall hold the record of all meetings open for inspection by all members at any  reasonable time.  They shall be responsible  for notifying in writing all members of all  meetings.  It shall be  their duty to maintain and keep current the membership list of the PDCC.  The Secretary shall take attendance  and shall furnish to the  Chairperson at each meeting a list of those members who have been absent for four (4)  consecutive meetings. 

 Section 6.             Officers Code of Conduct 

 Officers will uphold standards of ethical conduct, support for Democrats, and democratic  governance of the  PDCC as follows: 

  1. Officers will base their decisions in the best interest of the  PDCC as a whole. 

  2. Officers and their families may not benefit financially from their conduct of  PDCC business. 

  3. Officers will not make public representations of political positions, opinions or endorsements  as being those of the  PDCC without an official action of the PDCC. 

  4. Officers will in their public behavior  as officers  of the PDCC  uphold the  PDCC  requirement of neutrality in Democratic primaries and municipal non-partisan races with respect  to Democratic candidates as laid out in Article II, Mission and Purpose.  In their personal  capacity, officers may support and publicly advocate for candidates and issues of their choosing,  including their own candidacy for elected office, provided their behavior is in keeping with Article  V, Section 6. 

 Article VI – Election of Officers 

 Section 1.              Election and Term of Office. 

 Officers of the  PDCC shall be nominated  and elected for two-year terms at a  meeting to be held within  the month of January after the November General Election  subsequent to the Biennial Meeting in accordance with procedures prescribed by these  Bylaws and any applicable rules of the Democratic  Party of Maine. 

 Section 2.              Voting Procedures. 

 The voting procedure shall be as follows: (1) nominations shall be taken from the floor; (b) the  members present shall elect the officers by a majority vote; and (c) should no one candidate  obtain a majority on the first ballot, the two candidates with the highest vote totals shall have  their names placed before the  PDCC for  a second ballot.  Prior to voting, all  candidates shall be afforded an opportunity to speak. 

 Section 3.              Filling of Vacancy. 

 (a)  In the event of a vacancy in any of the offices, a special election shall be held at the next  regular meeting of the  PDCC.  The same  procedures specified in Section 2 of  this Article VI shall govern.  (b)  In the event of a vacancy in the position of Chairperson, the  Vice-Chairperson shall be acting Chairperson until the election is held.  (c)  In the event of a  vacancy in any other office  of at least 30 days, the  Chairperson shall appoint a member to be an  acting officer until the election is held. 

 Section 4.              Removal. 

 (a)  A petition to remove any officer must be submitted at a regular meeting by a majority of the  members attending said meeting.  The petition shall state the reason why the officer should be  removed.  (b)  The removal election shall be held at the next meeting of the  PDCC .  (c)  All members shall receive seven (7)  days notice of the meeting.  (d)  An officer  shall be removed from office by a vote of two-thirds (2/3) of those members present at the  meeting held for the purpose of removal.  (e)  A vacancy resulting from a removal election shall  be filled in the same manner prescribed above. 

 Article VII – Executive Committee  Section 1.              Purpose. 

 The purpose of the Executive Committee shall be to steer and guide the  PDCC. It shall be authorized to approve the expenditure of funds as set forth in Article IX. 

 

Section 2.              Membership. 

 The Executive Committee shall be composed of the Chairperson, Vice Chairperson, Treasurer,  Secretary, and Chairpersons of  the standing subcommittees. 

 Section 3.              Chairperson and Secretary. 

 The Chairperson and Secretary of the  PDCC shall be the Chairperson and  Secretary of the Executive Committee. 

 Section 4.              Selection of Subcommittee Chairpersons. 

 The Chairperson shall select the chairpersons of the standing subcommittees. 

 Section 5.              Selection of Subcommittee Members. 

 The Executive Committee shall select members of the standing subcommittees. 

 Section 6.              Meetings of Executive Committee. 

 The Executive Committee shall meet on call of the Chairperson at his/her discretion, or upon  written request of a majority of members of the Executive Committee. 

 Article VIII – Standing Subcommittees  The standing subcommittees shall be: 

 a. The Finance Subcommittee is responsible for formulating an annual budget for review and  approval by a majority of the membership, and for fund-raising. 

  1. By March of each year, the Finance Subcommittee will bring a proposed budget to the  regular  PDCC  meeting for review and  discussion. 

  2. The following month, the Finance Subcommittee will bring a revised budget to the regular  PDCC  meeting for majority approval. 

  1. Programs and Issues Subcommittee – The Programs and Issues Subcommittee is  responsible for planning programs for  PDCC meetings and establishing  procedures to inform the citizens of Maine the position of the  PDCC on the  issues of the day.  This Subcommittee shall report to the  PDCC  at least  once every two months. 

  2. Bylaws and Organization Subcommittee – The Bylaws  and Organization Subcommittee is  responsible for periodically reviewing the bylaws and organizational structure of the  PDCC and making such recommendations as are appropriate.  This Subcommittee shall  report in writing to the  PDCC at least  annually.  The Bylaws and Organization  Subcommittee is also responsible for periodically reviewing the engagement policy for all social  media and online discussion forums hosted by the PDCC, and presenting any suggested  changes for ratification by a majority vote of the elected officers. 

 Article IX – Expenditure of Funds 

 Expenditures in a budget approved by membership may be spent as authorized by the  Chairperson  or Treasurer for the intended purpose.  Unbudgeted expenditures shall be authorized as follows: 

  1. Individual expenditures up to $100 may be authorized by the Chairperson or Treasurer. 

  2. Individual expenditures of more than $100 but less than or equal to $500 may be authorized  by a majority vote of the elected officers. 

  3. Individual expenditures greater than $500 may only be authorized by a majority of those  members present at a regular  PDCC  meeting.  Such a proposed expenditure  must be included in the agenda publicized before the meeting. 

 Article X – Amendment of Bylaws 

 The Bylaws and Organization  Subcommittee may submit at any regularly scheduled meeting  a petition to amend the Bylaws, with specific language  of any proposed amendment.  The  petition shall be voted on at the next regular meeting and shall be affirmed only upon a vote of  two-thirds (2/3) of those members present.