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The Mission of the AAC-OC is to promote political participation and education within the African American Community, encourage African Americans to seek public office, represent issues and concerns of its membership to the Democratic Party Leadership and to work towards strengthening the Democratic Party.

African American Caucus of the Orange County Democratic Party By-Laws

Submitted by AAC-OC Officers:

James R. Harris President
Phyllis Mack Horton Vice President
Brittany Bennett Secretary
Laketta Boldin Assistant Secretary
John Furgerson Treasurer
Lorna H. Harris Parliamentarian

ARTICLE 1 – NAME

The name of the Organization shall be “African American Caucus of the Orange Democratic Party (AAC-OC).”

ARTICLE 2 – AFFILIATIONS

The AAC-OC, organized by the Orange County Democratic Party (OCDP) Executive Committee, is an integral part of the North Carolina Democratic Party and shall be influenced and guided by the Democratic Platform, Plan of Organization and Policies of the Democratic Party at the Precinct, County, District, State and National Levels. Wherever these By-Laws are silent, the African American Caucus of the North Carolina Democratic Party (AAC-NCDP) and the Democratic Party’s rules and regulations will govern.

ARTICLE 3 – PURPOSE AND OBJECTIVES

The Mission of the AAC-OC is to promote political participation and education within the African American Community, encourage African Americans to seek public office, represent issues and concerns of its membership to the Democratic Party Leadership and to work towards strengthening the Democratic Party.

The purpose and objectives of the AAC-OC shall be to seek full representation of African Americans at all levels and in all activities of the OCDP. This shall include, but not be limited to the following objectives:

1. To support African American voter registration in Orange County. To communicate Public Policy concerns and issues to African Americans and provide a platform for public discourse.
2. To encourage African American voter participation in all local, state, and federal elections.
3. To ensure that issues of concern to the African American community in Orange County are communicated to the OCDP, such as increasing the numbers of African Americans in public offices.
4. To coordinate with African American community groups to increase visibility and influence of African Americans in the OCDP and Orange County policitical process.

ARTICLE 4 – POLICY

The Policies of the AAC-OC are as follows:
1. To review, analyze, edit, communicate and report on all policies, rules, regulations and general statements from the Orange County Democratic Party that impact, positively or negatively on the African American Community
2. To organize the African American Community to be a powerful constituency of the Orange County Democratic Party
3. To develop policies and strategies to maximize the power of the African American Vote.
4. To coordinate and seek cooperation with local and state organizations, churches, businesses, academic institutions whose vision is to improve, strengthen, encourage and motivate the African American Community.

ARTICLE 5 - MEMBERSHIP

Individual Membership – Any African American Citizen of the United States of America who shows evidence of personal integrity and good moral character and who is a registered and active member of the North Carolina Democratic Party, who pledges to the principles of the Party and will work for the election of Democratic Candidates through the Precinct, County, District and State Caucuses of the Party shall be eligible and qualified for membership in the African American Caucus of the North Carolina Democratic Party and the AAC-OC. A one dollar ($1.00) Fee is requested for each registered member and is collected through the Orange County Caucus and sent to the State AAC-NCDP. Collectively, all members registered with the AAC-NCDP through the Orange County Caucus, , shall be known as the Orange County (OC) General Body. By voting, the OC General Body is the sole arbiter of all issues, concerns, rules, regulations, policies and etc. for the AAC-OC. The OC General Body’s power and authority extends to the point where the AAC-NCDP’s power and authority starts.

All AAC-OC memberships must come through the Orange County Democratic party.

Membership in the AAC-OC requires registration and certification by the Secretary. This means that the applicant has met all the requirements for membership and is registered with the AAC-OC Secretary.. Registration and Certification also means that the Member’s Name, Address, City, Zip Code, Telephone Number and Email (where available), County and District are recorded with the AAC-OC Secretary. Membership in the AAC-OC is for one (1) Calendar Year and must be renewed each year in January.

All AAC-OC Members are required to keep private communications acquired through their membership in the AAC-OC as proprietary. Any member who deliberately bring shame, embarrassment, ill will, hurt, loss of reputation or any negative reporting concerning the AAC-OC and its members will be subject for removal from the AAC-OC.

Associate Members – Any non African American Member of the North Carolina Democratic Party who otherwise meets all the requirements for membership in the AAC-OC may become an Associate Member. Associate Members can attend any OC General Body Meeting by being registered as an Associate Member with the Secretary of Caucus. Associate Members cannot vote in any AAC-OC Meeting. Associate Members may participate when recognized by the President. All non African American Orange County Elected Democrats and members of the OCDP Executive Council are default Associate Members of the AAC-OC by making their intentions known to the Caucus Secretary. Any African American Democrat, who is not a registered member of the AAC-OC, will be treated as an Associate Member.

ARTICLE 6 – OFFICERS

The Elected Officers of the AAC-OC shall be:

1. President
2. Vice President
3. Secretary
4. Assistant Secretary
5. Treasurer
6. Parliamentarian

Elected Officers can cast one (1) vote in Officers’ Meetings. No Elected Officer of the AAC-OC can simultaneously hold more than one (1) voting position in the Caucus. Elected Officers of the AAC-OC can only vote as part of their County Caucus in General Body Meetings. . Under no circumstances can Elected Officers or any other member of the AAC-OC cast more than one (1) vote.

The order of succession for Elected Office vacancies is as follows:

1. The President is succeeded by the Vice President
2. The Vice President is succeeded by the Secretary
3. The Secretary shall be replaced by a vote of the General Body at the next meeting of the AAC-OC.
4. The Treasurer shall be replaced by a vote of the General Body at the next meeting of the AAC-OC
5. The Parliamentarian shall be replaced by a vote of the General Body at the next meeting of the AAC-OC

If, at any time three (3) or more of the originally Elected Officers are serving in offices that they were not elected too, the General Body, at an official meeting of the AAC-OC, by a simple majority vote, can call for New Elections to fill the terms of the Officers out of position.

AAC-OC Officers can and are encouraged to run for Public Office at the County, State and Federal Levels of government. If there is another Democratic Candidate for the same office, the Caucus Officers must leave their AAC-OC Office until the primaries are over or there is no longer another Democrat for the same office. An AAC-OC Officer can hold Public and AAC-OC offices at the same. Whether successful or not, the original office holder of the AAC-OC can in a timely manner, return to their former position with the AAC-OC.

The President – shall call and preside at all meetings of the AAC-OC. Only the President or Elected Officers following the order of succession in the office of the President may call a meeting of the AAC-)OC. Only the President or an affirmative vote by the Elected Officers can call an AAC-OC Meeting and determine much how lead time is required to have a quorum.

The President presiding at a meeting of the Elected Officers will create the agenda for all AAC-OC General Body Meetings. This meeting will follow normal rules of decorum.

The President can attend any meeting of any group or committee held under the banner of the AAC-OC. No meetings are authorized or to be held without the advice and consent of the Office of President. Officers are forbidden and prohibited to meet together to discuss AAC-OC business of any kind without calling for an official meeting of the AAC-OC. To do so, is a violation of the AAC-OC By-Laws.

The President is the chief spokesperson for all AAC-NCDP Public Communications. All correspondence (not limited to emails, telephone calls, and faxes and meeting minutes, etc.) shared with the public, will be coordinated through the President’s Office.

The President along with the Parliamentarian will consult the AAC-NCDP Plan of Organization where these By-Laws are not clear as to any questions, rules, regulations, etc. related to the AAC-NCDP and the Democratic Party.

The President along with Secretary will establish a mailing address to receive all correspondence for the AAC-OC.

The President and all Elected Officers will act as consultants and advisors for all AAC-OC General Body Meetings.

The Vice President - shall serve as an aide to the President. The Vice President shall preside at all meetings in the absence of the President or upon request of the President. If there is a permanent vacancy in the Office of President, the Vice President shall assume the office until the next scheduled elections.

The Vice President shall be opposite Gender from the President. The Vice President must be from a different County Caucus from the President.

The First Vice President shall act as Treasurer in all meetings where the Treasurer is absent.

Secretary – The Office of Secretary of the AAC-OC is an independent and solemn responsibility that cannot be swayed by any other elected office holders. The Secretary reports directly to the General Body of the AAC-OC.

The Secretary shall be the creator, recorder, keeper, filer, maintainer, historian, reporter, etc. of all information related to the business of the AAC-OC. The Secretary is required to take minutes at any and all AAC-OC Meetings. The Secretary shall truthfully and accurately take all minutes, receive and copy all documentation at all AAC-OC Meetings. The Secretary shall file all required reports to the North Carolina State Democratic Party, Federal, State and all others governing bodies.

The Secretary shall keep membership list and is the sole arbiter for official memberships in the AAC-OC for Individuals. The Secretary shall prepare and distribute all meetings notices and other communications. The Secretary shall be the receiver, recorder and distributer of all correspondence sent the AAC-OC. The Secretary shall have a way of receiving and distributing all AAC-OC mailings. The Secretary shall be prepared to produce any and all AAC-OC documentation upon request with reasonable preparation and lead time. The Secretary will review and approve all posting for the AAC-OC Website.

The Secretary shall work closely with the Treasurer to record all Financial Reports and ensure that all reports are filed in a timely manner. The Secretary will independently verify with the Treasurer and immediately report any discrepancies with transactions involving the finances of the AAC-OC. The Secretary will pass on to the Assistant Secretary duties and responsibilities when unable to attend AAC-OC Meetings.

Assistant Secretary – The Office of Assistant Secretary will assist the Secretary in carrying out the duties of the Secretary and assume responsibility of recording the minutes for meetings in which the Secretary is absent.

Treasurer – There will be only one (1) Treasurer of the AAC-OC. The Treasurer shall be responsible for receipts and disbursements of all funds and shall make a full and complete Financial Report at each meeting of the Caucus. The Treasurer will not sign for expenditures of more than one hundred ($100.00) dollars without the previous approval of the General Body except in emergencies, where a vote of the Elected Officers is required. The Treasurer will ensure there are no cash withdrawals from the AAC-OC Banking Accounts. All withdrawals will be made by check only. The Treasurer will work with all the elected officers and Committee Chairs to prepare an annual budget for presentation to the OC General Body in the 4th Quarter of the current year for the coming year. The Treasurer shall produce the Financial Records of any AAC-OC business transactions for inspection at the request of the General Body at all official meetings.

The Treasurer shall take and complete the training for all Treasurers required by the State of North Carolina. The Treasurer shall file a copy of the documentation proving completion of the training with the Secretary of the AAC-OC.

The Treasurer shall file in a timely manner, all reports and etc. required by Federal and State Authorities. The Treasurer shall provide a Financial Year-Ending Report to the AAC-OC. The Treasurer is responsible for all Financial Records from previous administrations of the AAC-OC, this means keeping a file and copies of all historical financial information.

The Treasurer shall provide all required documentation to the Vice President when unable to attend AAC-NCDP Meetings.

The Parliamentarian - shall keep the President informed as to rules and procedures for carrying on the business of the AAC-OC. Such rules and procedures shall include the AAC-OC By-laws, the AAC-NCDP By-Laws, the Plan of Organization of the North Carolina Democratic Party and Roberts Rules of Order (latest revision). Wherever the By-Laws are silent, the Plan of Organization shall govern. Where both By-Laws and the Plan of Organization are not clear or definitive, Roberts Rule of Order shall govern.

The Parliamentarian is responsible for assisting the President in the orderly conduct of all meetings of the AAC-OC and will have final decision on Parliamentary Law.

The Parliamentarian will assist the Secretary in counting the votes in all AAC-OC Elections. The Parliamentarian will attest that the results of the voting process are being reported correctly.

The President is encouraged and asked to attend all Caucus Officers Meeting. Their participation will insure the dissemination of information to our membership as quickly and effectively as possible.

ARTICLE 7 – ORGANIZATION

The AAC-OC serves Orange County, North Carolina. At least six (6) meetings will be held each year and all members are expected to attend all meetings. The AAC-OC members are in Region North of the state level AAC-NCDP. AAC-OC Members are expected to attend meetings in their Region. AAC-OC Officers are required to attend all Regional Meetings. . There will be two (2) Regional Meetings per year. Regional Meetings will rotate to cover all four regions. Two (2) of the four (4) scheduled AAC-NCDP Meetings will be prior to the State’s SEC Meetings. All members are expected to attend these joint AAC-NCDP and State SEC Meetings.

AAC-OC General Body Meeting – A General Body Meeting of the AAC-OC must have a quorum of one-third of the active and registered members in attendance. The Parliamentarian and Secretary will certify that a quorum exist according to the registered and approved membership of the AAC-OC. The Secretary’s accounting of membership is the only official source.. If a quorum does not exist, an Information Only Meeting can be held. Information Only Meeting can be held if the President, Vice President, Secretary and Parliamentarian are present. The Secretary shall take minutes and nothing done at this meeting is binding on the AAC-OC. This meeting is only for information purposes in absence of a quorum and makes the best use of member’s time, travel and expense.

AAC-OC Elections - All Elections for the AAC-OC will be held at a previously announced General Body Meeting. All Candidates for AAC-OC Elective Office must be members in good standing with the AAC-OC and OCDP..

All Elections for AAC-OC Officers will be held in the fourth quarter prior to the even numbered year where officers take their elected office. All inaugurations of Elected Officers are effective January 1 of the even numbered year. Election Terms are for two (2) years. No Officer can continue is the same office more than two (2) consecutive terms. . Beyond the Vice President being opposite Gender from the President, Gender Diversity is encouraged, but not required.

The AAC-OC prohibits its membership from publicly endorsing or supporting any candidate for public office that is not a Registered Democrat and Member of the Democratic Party. This rule is waved where there is not a Democratic Candidate in the race and one candidate is far more preferred over the other to the benefit of the African American Community. Individual non Officers Members of the AAC-OC may support candidates of their choosing. No elected or appointed Officers of the AAC-OC may endorse any candidate during the Democratic Primaries. This Rule applies to any and all political races.

Any AAC-OC Elected Officer who chooses to run for Public Office in a Democratic Primary must resign their position for as long as the primary is ongoing. After the primary, the Officer may return to their former AAC-OC Elected Office.

If the election is expected to last more than one half (1/2) of a year, the Officer must be replaced according to the By-Laws.

AAC-OC Voting – Any registered, certified member of the AAC-OC, as recorded with the Secretary, is entitled to run for elective office, vote for candidates for elective office and participate in all official and unofficial Caucus Meetings and Events.

Voting in any and all AAC-OC Meetings shall be as follows:

1. In all AAC-OC Meetings, attendance equals participation. Only members in attendance can vote and be nominated for positions within the AAC-OC. The goal of this rule is to recognize the dedicated members of the AAC-OC and reward them for their service to the organization. This rule is also aimed at increasing attendance at all scheduled AAC-OC Meetings. No one will be allowed to speak at AAC-OC Meetings without some type of active registered Democratic Party membership.
2. There can never be an election without a quorum certified by the Secretary and a statement from the Parliamentarian that this is an Official Election.
3. The AAC-OC shall have the number of votes allocated to that Chapter by the State Executive Committee.
4. Orange County can only vote the number of members from the county in attendance. If the number of attendees is greater than number of votes, the County Caucus will meet together to decide how to distribute their allotted ballots. All votes must be in whole or integer numbers, no fractional parts of votes will be counted. If the number of attendees is less than the number of votes, each individual will cast their own allotted Orange County Caucus Vote.
5. Candidates may appoint observers for the counting of the ballots. Vote counting is the responsibility of the Secretary and Parliamentarian of the AAC-OC.
6. The results of voting will be reported by the Secretary and confirmed by the Parliamentarian.

AAC-NCDP Officers - The President will preside at all AAC-OC Meetings. The Officers will meet prior the AAC-OC Meeting to set the agenda. All meetings will be held with the guidance and leadership of the Officers and by a vote of the AAC-OC General Body Membership. AAC-OC Elected Officers only vote as part of their County Caucus.

ARTICLE 8 – Removal from Office

AAC-OC Officer’s Removal – Any AAC-OC Elected Officer may be recommended for removal from their office for cause by a vote of the Elected Officers and by an affirmative vote of two thirds (67%) of the Members in attendance at an official General Body Meeting of the Caucus. For an Elected Officer to be re-instated takes an affirmative vote of two thirds (67%) of the Members in attendance at an official General Body Meeting of the AAC-OC. An Officer may be removed for failure to perform the duties of the office to which they were elected; this includes failure to attend a majority of AAC-OC Meetings.

One of the AAC-OC Elected Officers in good standing with the organization will have fifteen (15) minutes to present the case for removal of the Officer in question. Before the vote is taken, the Officer in question will have fifteen minutes (15) to state why they should not be removed. This is required so that the AAC-OC General Body fully understands why and what they are being asked to vote upon.

The same voting rules and regulations apply here as they would in a general election for AAC-OC Officers. Upon counting of the votes, the Secretary will announce the results, assuming that the Secretary is not the Officer in question. If the Secretary is the object of the vote, the Vice President will act as Secretary. Once the results are known, the Officer in question will return to full status in the Caucus or be replaced in accordance with the AAC-OC By-Laws.

AAC-OC Member’s Removal – An AAC-OC Member can only be removed by actions of the County Caucus.

ARTICLE 9 – Finances

There will be no AAC-OC mandatory dues. There will be no charges or fees associated with the right to vote in elections and no restrictions on a member’s participation in any activities of the AAC-OC. The only exception is the one ($1.00) dollar per member fee sent to the State Caucus by the County Caucus for registration and record keeping. No County or Member is registered with the AAC-OC without the payment of this registration fee.

The AAC-OC will keep ten (10%) percent of all monies received for Administration Expenses. The AAC-OC may create and operate Fund Raising Events to provide for the needs of the Caucus. The monies are to be used for the care and upkeep of the Caucus at the County Level. All Financial Transactions, both State and Federal must be recorded and reported at every meeting of the AAC-OC General Body.

.AAC-OC may collect and request voluntary dues in accordance with the AAC-NCDP By-Laws. The AAC-NCDP will not make or establish any rules of regulations concerning how the Orange County Caucus handle their finances with the exception that the spirit and letter of the AAC-NCDP By-Laws and the Party’s Plan of Organization are not violated.

Because of the liabilities that may be inherited by the AAC-OC, an Audit will be ordered when there are any discrepancies in Caucus’ Finances. An Audit will be conduct at any time when there is a simple majority vote of the General Body. Audits are recommended at the beginning of each new administration and election cycle.

ARTICLE 10 – Quorum

Before any official business can be conducted at any and all AAC-OC Meetings, a Quorum must be established. A Quorum for an elected Officer’s Meeting is a simple majority of Elected Officers. For General Body Meetings the AAC-OC Secretary and Parliamentarian shall work together to ensure that one-third (1/3) of all the registered AAC-OC members are present. The results of the Secretary’s count will be announced. The Parliamentarian will announce the official opening of the AAC-OC Meeting and call the meeting to order.

ARTICLE 11 – Committees

No Committees of the AAC-OC shall be created without a stated purpose and benefit to the Caucus. All Named Committees will be established by the membership in a General Body Meeting of the Caucus.

All AAC-OC Named Committees will be established and populated by a vote of the membership at a General Body Meeting. Once the Purpose, Responsibilities and Name of the Committee are defined, Committee Members will be chosen by volunteering to serve. At the first meeting of the Named Committees, its members will elect a Committee Chair and Secretary.

The Named Committees will make an oral and written report at each and every AAC-OC General Body Meeting. The written report will be filed with the Secretary and made part of the minutes for that meeting. The Committee Secretary will be responsible for maintaining and keeping track of all Committee Reports and Activities and will be able, upon the request of the General Body, to produce any and all requested documentation.

All Named Committee appointments and terms in office end with the election cycle and with the election of a new Administration.

ARTICLE 12 – Grievance

An AAC-OC Grievance does not exist until it is submitted in written form to the President and/or Secretary of the Caucus. The AAC-OC Officers will be the sole arbiter concerning Grievances brought to the attention of the State Caucus. A majority vote of the Elected Officers will decide the Grievance. The only exception is a Grievance against or concerning an Elected Officer.
A Grievance against an Elected Officer may be appealed by that Elected Officer at the next General Body Meeting. Grievances against Elected Officer at a General Body Meeting will be voted on under the same procedures set forth in the ARTICLE 8 titled “Removal from Office”.

The AAC-OC General Body Membership will dismiss or take action on the Grievance by a simple majority vote. Dismissing the Grievance means no action will be taken and the Grievance is considered to never have existed. To take action means the General Body will instruct the Elected Officers to take specific actions to resolve the Grievance.

ARTICLE 13 – Elections

AAC-OC Officer Elections are to be held every two (2) years in the odd numbered year. The President of the AAC-OC is empowered to appoint members to elected office with less than one (1) year remaining to be served and the order of progression is not enough to fill the vacancy. The Officers to be elected are:

1. President
2. Vice President
3. Secretary
4. Assistant Secretary
5. Treasurer
6. Parliamentarian

AAC-OC Officer Elections shall be held in November prior to the even numbered year before taking office. The elected officers will take office on January 1, of the year following their election. Candidates must be given ample time for campaigning. No Proxy Voting is allowed at any AAC-OC Elections or Meetings. Election Voting is covered under the Organization ARTICLE 7 of the By-Laws.