Prepared by Kirk Sander, President & Modified and Approved by Membership: July 28,
2008
Amended by HCYD 2011 Bylaws Committee June 18, 2011
Amended by HCYD 2013 Bylaws Committee March 24th, 2013
Amended March 18th, 2014
Amended March 21st, 2017
Article I – Parliamentary Rules
Section 1.
All sessions of the Executive Committee and all other meetings of divisions of the
Hillsborough County Young Democrats shall be conducted at the president’s discretion,
unless some provision of the HCYD Constitution or HCYD Bylaws shall conflict
therewith. In the event of a conflict, the HCYD Constitution or HCYD Bylaws shall
govern.
Article II – Duties of Officers
Section 1.
All Officers, shall submit quarterly reports in writing to the HCYD President who will
summarize the reports in a quarterly presentation to all HCYD members and the
HCDEC. The duties of the HCYD officers are as follows:
A. President
1. Shall act as chief spokesperson for the Hillsborough County Young
Democrats.
2. Shall be a voting member of the HCYD Executive committee.
3. Shall preside over all Executive Committee meetings.
4. Shall keep updated files of the Hillsborough County Young Democrats.
5. Shall appoint all special committees as necessary.
6. Shall appoint all committee heads.
7. Shall oversee all functions of the Hillsborough County Young Democrats.
8. Shall prepare an annual report to be presented every June. This report will
summarize the activities, programs and projects to the HCYD and the FYD.
B. Vice President
1. Shall preside over all meetings in the absence of the President.
2. Shall act as ex-officio member of all committees.
3. Shall oversee all fundraising activities.
4. Shall have all other duties assigned by the President.
5. Shall be a voting member of the HCYD Executive Committees second in line
for representation in the HCDEC.
6. Shall assume all Presidential duties in the absence of the president.
C. Secretary
1. Shall assist in organizing all meetings, record the minutes at all meetings and
make the minutes available electronically.
2. Shall see that all standing and special committee reports are turned over to the
President.
3. Shall assist the President in preparing the Annual Report.
4. Shall act as Parliamentarian at meetings if one is not otherwise appointed by
majority.
5. Shall be third in line of Presidential Succession.
6. Shall have all other duties assigned by the President.
7. Shall verify potential new members are eligible to become part of the
organization (refer to Article IV of the organization’s Constitution for membership
requirements).
8. Shall be a voting member of the HCYD Executive Committee.
D. Treasurer
1. Shall be responsible for all finances and accounting for the organization.
2. Shall oversee all financial transactions at HCYD fundraisers.
3. Shall report to the Executive Committee at the end of the fiscal year on the
overall financial health of the organization.
4. Shall provide a financial report at each meeting.
5. Shall turn over all HCYD financial records to the newly elected Treasurer at
the end of his or her term in office.
6. Shall ensure, along with the Executive Committeepersons, that the
organization’s financial obligations, if applicable, are met.
7. Shall have all other duties as designated by the President.
8. Shall be a voting member of the HCYD Executive Committee.
E. Public Relations Officer
1. Shall be responsible for regularly updating content on the website.
2. Shall serve as the point person on external communications.
3. Shall be responsible for internal communication to the members of the HCYD.
4. Shall be responsible for the creation of external publications, press releases,
and materials for use by the state and local chapters.
5. Shall work with the Executive Committee to produce communication materials
that complement the organizations efforts including, but not limited to, literature,
template press releases and advisories and talking points.
6. Shall have all other duties designated by the President.
7. Shall be a voting member of the HCYD Executive Committee.
F. Campaign Director
1. Shall act as the chief point of contact within the HCYD for all Democratic
candidate’s campaigns, as well as issue and activist campaigns that are deemed
to be of interest of the HCYD.
2. Shall be responsible for scheduling HCYD’s campaign activities, such as field
canvasses, phone banks, and voter registration.
3. Shall be responsible for recruiting HCYD members to participate in the above
campaign actions.
4. Shall help to place HCYD members in internships or campaign staff positions
with Democratic Candidates, as opportunities arise.
5. Shall have all other duties designated by the President.
6. Shall be a voting member of the HCYD Executive Committee.
G. Membership Director
1. Shall actively recruit new members to the Hillsborough Young Democrats.
2. Shall maintain complete and updated lists of all members.
3. Shall notify members of the HCYD within 30 days before their dues are up for
renewal.
4. Shall present a membership report at business meetings of the HCYD.
5. In conjunction with the Treasurer, shall be responsible for collecting
membership dues from new and existing members.
6. Shall have other duties as assigned by the President.
7. Shall be a voting member of the HCYD Executive Committee.
Article III – Finance Policies
Section 1. General Financial Policies
A. The Treasurer through the use of a journal, ledgers and receipts in accordance with
standard accounting practices, shall maintain the financial records of the HCYD.
B. The HCYD Treasury shall be subject to a quality review audit at the end of the fiscal
year by a person chosen by the president and vice president. This person shall not be a
current HCYD member and shall report the results of the audit in writing to the
Executive Committee within 30 days of the end of the current year.
C. This report shall become a part of the permanent financial record of this organization.
Section 2. Accounts Policy
A. All HCYD accounts shall be maintained in the state of Florida under the supervision
of the Treasurer. Unless directed by the Executive Committee, these accounts shall be
limited to a single checking account.
B. Withdrawals from any HCYD account shall be by check or debit card. All checks
require the signature of two of the following persons: Treasurer, President, and Vice
President.
Section 3. Reimbursement Policy
A. The HCYD is authorized to reimburse members for expenses incurred in the conduct
of HCYD business providing the expense is a budgeted expense.
B. Reimbursement for non-budgeted expenses or for expenses in excess of those
allocated for that purpose shall require the approval of the Executive Committee.
C. Married couples cannot both sign on an account or check approval.
D. The Treasurer shall maintain records documenting all reimbursements. Documenting
records shall include receipts, with the description, date and purpose of expenditure.
E. Reimbursements a) in excess of $100.00 or b) total reimbursements to a single
payee within 1 calendar quarter in excess of $100.00 shall also require the written
authorization of the President or Vice President. Upon request of either the Treasurer or
the President, reimbursement exceeding $300.00 shall require the approval of the Executive Committee.
Article IV – Resolutions
Section 1. Measures passed by the Executive Committee reflecting the majority opinion
or determination of the constituent representatives of the committee shall be known as
Resolutions.
1. All Resolutions shall be submitted to the President in the appropriate format.
2. Resolutions may be submitted by any active member.
3. If the Executive Committee is not in session or does not have an upcoming
scheduled meeting, the Resolution(s) shall be made available to the Executive
Committee via electronic measures.
3.1.
The Executive Committee shall have seven (7) days from posting to vote on the
Resolution(s). It shall be the duty of the Vice President, to send out a message with the
appropriate timeline and attached Resolution(s). After this time period, voting will be
considered closed and the votes tabulated.
3.1.1
If the Resolution(s) receives an affirmative vote, it shall be returned back to the author
and a copy shall be forwarded to the HCYD Secretary for record-keeping purposes.
3.1.1.2.
If the Resolution(s) does not receive an affirmative vote, it shall be returned back to the
author and a copy shall be forwarded to the HCYD secretary for record-keeping
purposes.
4. If the Executive Committee is in session or has an upcoming scheduled meeting, the
Resolution(s) shall be addressed at that meeting.
4.1.1.
If the Resolution(s) receives an affirmative vote, it shall be forwarded to the HCYD
secretary, who shall assure that the Resolution(s) is sent to the appropriate parties.
4.1.2.
If the Resolution(s) does not receive an affirmative vote, it shall be returned back to the
author and a copy shall be forwarded to the HCYD secretary.
5. Upcoming scheduled meeting shall be defined as a meeting that will occur within
thirty (30) days of the submission of the Resolution(s).
Article V – Standing Committees.
Section 1. The standing committees of this organization shall be established at the
discretion of the Executive Committee.
Article VI – Caucuses
Section 1. Caucuses can be formed at the Executive Committee’s discretion.
Article VII – Dues
Section 1 – Annual dues for general membership is $25. Members who pay dues to a
labor organization that meet the eligibility criteria of the HCYD will pay $15 for annual
dues. Members who are veterans or active duty in the U.S. armed forces will pay $15
for annual dues. Members who are full-time college or high school students will pay $10
for annual dues.
Section 2 – The Secretary will verify special conditions of membership within 30 days of
that member paying their dues. The Secretary and Treasurer will be responsible for
collecting dues and updating the HCYD membership list accordingly.