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Club Manual

Club Organization

⁠

Endorsements⁠

⁠

Executive Board

The Executive Board consists of officers elected by the membership, normally including the President, Vice President, Secretary and Treasurer. It is a SDCDP requirement that all officers be registered Democrats or persons who intend to register as Democrats as soon as they are eligible. The suggested responsibilities of elected officers are:

President

Preside over all meetings of the club and its Executive Board

Make appointments to non-elected positions as required

Act as official spokesperson of the club

Stimulate active interest in the political process

Provide constructive roles for members to become active participants and volunteers

Demonstrate effective leadership and individual responsibility

Promote harmony within the club membership, between other clubs and within the San Diego County Democratic Party

Vice President

Serve at the direction of the President

Preside at meetings if the President is unable, or if requested by the President

Arrange for meeting locations and speakers (may be delegated)

Secretary

Take and maintain minutes of general and Executive Board meetings

Prepare internal and external correspondence as required by bylaws

Responsible for submitting SDCDP re-chartering documents -

sddemocrats.org/clubcharter⁠

⁠

Treasurer / Finance Director

Collect dues from members

Receive and deposit money received in club’s bank account

Sign all checks as authorized by the Executive Board

Maintain an accurate record of club receipts and disbursements

Make the record of club receipts and expenditures available upon request by a member

Provide a report of club financial status at the club meetings as required by bylaws

Provide an annual written report of club financial status to the membership

File appropriate federal, state, and local campaign disclosure reports

Ensure that the club follows recommended financial practices

Responsible for submitting SDCDP re-chartering dues -

sddemocrats.org/clubcharter⁠

⁠

Ensures timely payment to CA Democratic Party for liability insurance (if required) - see section

6.5 Liability Insurance⁠

Additional Leadership and Recommended Positions

As the club develops, other positions may be established in order to meet club needs and encourage broad participation in club activities. The bylaws should state how committee chairs and other leadership positions will be appointed (e.g., elected by the body or appointed by the officers) and which of the leadership positions will be members of the Executive Board.

Committee Chairs

Many clubs include standing Committee Chairs as members of their Executive Board.

GO Team Liaison

The SDCDP asks that each club designate a GO Team Liaison to ensure timely communication between the club and the SDCDP’s Grassroots Organizing Team - see Section

9.4 Precinct Organizing (GO Team)⁠

Voter Registration Liaison

The SDCDP asks that each club designate a Voter Registration Liaison when chartering to ensure timely communication between the club and the SDCDP’s Voter Registration Team.

Digital Marketing

Develops and/or maintains the club website and manages the club’s online presence.

Newsletter Editor

Prepares and arranges for distribution of the club newsletter under the direction of the Communications Chair. Newsletters may be distributed by mail, email or as club website link - more details in section

7.1 Newsletters⁠

Parliamentarian

The parliamentarian answers questions that may arise during meetings concerning conformity to the current edition of Robert’s Rules of Order.

Committees

As the club develops, committees may be needed. The following is a list of possible committees and their missions. Some clubs designate as Standing vs. Appointed/Discretionary/Special committees. The club bylaws should state which committee chairs, if any, serve on the Executive Board as officers.

Appointed Committees

Some clubs specify that the president may appoint other committees beyond what is stated in the club bylaws subject to ratification by the Executive Board. The Executive Board will assign the mission of these committees.

Audit Committee

The Audit Committee, which is often chaired by the Vice President, reviews the club’s financial records annually and reports results to the Executive Board in writing.

Communications Committee

Prepares or otherwise arranges for club newsletter and press releases

Encourages members to submit timely letters or comments to the editor

Endorsement Committee

Creates and maintains the club’s endorsement process (approved by members)

Creates and maintains the club’s candidate questionnaire (approved by members)

Solicits and reviews candidate questionnaires

Runs the endorsement part of club meetings

Fundraising Committee

Plans and implements club or other fundraising events/activities

Coordinates efforts with SDCDP events when appropriate

Hospitality Committee

Ensure that refreshments are available at the club meetings, as appropriate.

Membership Committee

Recruit new members

Maintain membership records

Encourage membership renewal

Greet new attendees, pass out name tags, and log all attendees’ names

Ensure new members are welcomed (a sample letter is

Welcome New Members Letter⁠

)

Nominating Committee

The Nominating Committee submits a slate of candidates for offices prior to each (usually annual) election meeting. The club’s bylaws should specify how the nominating committee is selected and what the process will be. The Nominating Committee is often comprised of current and former Executive Board members and non-board members.

Political Action Committee

Organizes public event participation

Identifies local issues that require action

Conducts legislative lobbying on issues

Promotes the club’s involvement in SDCDP Voter Registration Team

Promotes the club’s involvement in the SDCDP GO Team

Supports candidate recruitment

Promotes the club’s involvement in campaign activity

Program Committee

Ensures that timely and interesting programs are scheduled for club meetings

Special Events Committee

Organizes club participation at fair booths, rallies, parades and other events

Coordinates efforts with other committees and/or clubs when appropriate

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