RULES AND REGULATIONS OF THE KINGS COUNTY ASSEMBLY DISTRICT COMMITTEE FOR THE 50TH ASSEMBLY DISTRICT
ARTICLE 1: Organization
Membership of the 50th Assembly District Committee (hereinafter referred to as “the ADC”) shall consist of all those elected or appointed to the Kings County Democratic Committee representing, in whole or in part, the 50th Assembly District of the State of New York.
The affairs of the ADC shall be entrusted to, and conducted by, the following representative committees, each of which shall be constituted and governed as hereinafter provided in these rules and regulations.
a. Executive Committee
The Executive Committee of the 50th Assembly District Committee (“the Executive Committee”) shall be constituted and governed as per Article II of these rules.
b. Standing Subcommittees
The Standing Subcommittees of the ADC and the Executive Committee shall be constituted and governed as per Article III of these rules.
c. Other Subcommittees
There may be other such subcommittees of the ADC or the Executive Committee as may from time to time be deemed necessary and proper established and governed as provided in Article III of these rules.
The ADC shall have, as per Article VII §2 of the Rules for the Government of the Kings County Democratic Committee, the general care and supervision of the affairs of the Democratic Party within the 50th Assembly District of New York, under the supervision and cooperation with the Kings County Democratic Committee, as well as the charge of any campaign within the 50th Assembly District of New York.
4. Notice and Assembly
Any Organizing, Regular, and/or Special Meetings of the ADC shall be called and held according to the regulations established in §3, §4, and §5 of the Rules for the Government of the Kings County Democratic Committee.
A quorum at all meetings of the ADC for the purposes of transacting any business shall consist of one-fourth of the membership of said Committee present in person or by proxy. All action by the ADC shall require the affirmative vote of a majority of votes cast. In the event a quorum is not present at any meeting, no action other than to adjourn said meeting may be taken.
A headquarters for the ADC shall be maintained at all times, the location of which must be within Kings County.
ARTICLE II: The Executive Committee
The Executive Committee of the 50th Assembly District Committee shall consist of the following officers:
g. The District Leaders of the 50th Assembly District
It shall be the duty of the Chairperson of the Assembly District Committee to preside at all meetings of that body. In the absence of the Chairperson, the Vice-Chairperson, Secretary, Treasurer, or District Leader shall, in that order, preside at the meetings of the Committee.
It shall be the duty of the Vice-Chairperson to preside at all meetings not attended to by the Chairperson, and to assist the Chairperson in their duties.
It shall be the duty of the Secretary to keep full and accurate minutes of all proceedings of the Assembly District Committee, to prepare a roll of the members with their respective places of residence and to notify the members of the time and place of all District Committee meetings. In addition they shall perform such duties pertaining to their office as may be assigned by the Chairperson.
The Treasurer shall receive and hold in trust funds of the Committee (if any), giving a receipt for same; keep a correct account thereof in book or books provided for that purpose, pay all bills that have been attested by the Secretary or directed to be paid by the Executive Committee.
It shall be the duty of the Sergeant-at-Arms to assist the Chairperson in preserving and maintain order at meetings, enforcing time limits, and any such duties pertaining to their office as may be assigned by the Chairperson.
The Parliamentarian shall be available to aid and assist the Executive Committee at the request of the Chairperson, as well as conduct a training seminar for all members of the ADC at each Organizing Meeting of the ADC. The Parliamentarian shall hold a non-voting role on the Executive Board.
g. District Leaders of the 50th Assembly District
It shall be the duty of the District Leaders to call the organizing meeting of the ADC within 30 days of the Organizing Meeting of the Kings County Democratic Party. The District Leaders shall hold temporary positions as the Chairperson and Secretary at the organizing meeting of the ADC until, as provided in these rules and regulations, an election is held and the positions of Chairperson and Secretary are filled. The District Leaders shall hold a non-voting role on the Executive Committee.
3. Meetings of the Executive Committee
a. Organizational Meeting
The Executive Committee shall meet for an organizational meeting within twenty (20) days following the Organizational Meeting for the ADC and subsequent Executive Committee election. The newly-elected Executive Committee will receive, inspect, and appropriately distribute all relevant documentation and information from the previous iteration of the Executive Committee. A headquarters for the ADC shall be chosen, the location of which is recorded by the Secretary and published on the ADC website.
b. Regular Meetings
The Executive Committee shall be required to meet no less than two (2) times per year, defined as any consecutive twelve (12) month period. These meetings shall be for the express purpose of:
1) Discussing the Agenda of the subsequent regular or special meeting of the ADC, and approval of any guest speakers.
2) Discussing organizational business which will have a bearing on the subsequent regular or special meeting.
3) Presenting expense vouchers to the Treasurer for reimbursement after approval of the Executive Committee.
4) Deciding on where and when the subsequent regular or special ADC meeting will be held.
5) Discussion and voting on any other matters under the Committee’s purview.
c. Special Meetings
Special Meetings of the Executive Committee may be called by the Chairperson, or by the Secretary at the request of the majority of the Executive Committee, or upon receipt of a petition signed by one-fourth of members of the County Committee to which the Assembly District is entitled.
All notices for a meeting of the Executive Committee must be in writing and mailed, either electronically or through postage, a minimum of two (2) business days before the proposed meeting date, with the sole exception being that oral notice given at the Organizational Meeting of the ADC shall be sufficient for the Organizational Meeting of the Executive Committee.
A majority of the members of the Executive Committee entitled to cast votes shall constitute a quorum. Every member of the Executive Committee is entitled to attend any meeting thereof and vote in person. The use of proxies for the Executive Committee to reach a quorum is expressly prohibited. Attendance by phone call is permissible and shall be arranged if necessary.
Any member elected to the Executive Committee may be removed from office upon a vote of no confidence by 75% of the ADC members present at any regular or special meeting thereof. Once the vote is affirmed, the member is immediately removed from office, but shall not lose their membership or voting rights within the ADC. The remaining ranking member of the Executive Committee shall temporarily appoint a member other than the one removed to the vacant position to fulfill their required duties. A special meeting of the ADC must be called within thirty (30) days for the express purpose of an election to fill the vacant position.
ARTICLE III: Subcommittees
1. Standing Subcommittees
All standing subcommittees shall render regular reports to the Assembly District Committee at each regular meeting. Said reports shall contain information regarding the activities of the committee and their recommendations for action regarding the subject matter under the jurisdiction of said committees.
As per §9 of the Rules for the Government of the Kings County Democratic Committee, the ADC shall have the following standing subcommittees:
a. Committee on Rules and Regulations
The Subcommittee on Rules and Resolutions shall have the duty to construe these Rules whenever a question as to their interpretation shall be referred to it by the District Executive Committee to ensure that the intent and purpose of these Rules shall be fully achieved. It shall consider and report on all proposed amendments referred to it. The Subcommittee shall also have the duty to prepare such resolutions as may be directed by the District Leaders or Executive Committee. The Subcommittee shall consider and report on such resolutions as may be referred to it by either of said committees.
b. Committee on Public Affairs and Legislation
The Subcommittee on Public Affairs and Legislation shall have the duty to consider and report to the Executive Committee on National, State, and Municipal affairs affecting the political, social and economic interests of the community. When directed by the Executive Committee, the Subcommittee shall sponsor and promote legislation regarding such matters. The Subcommittee shall confer with duly elected Democratic members of the City, State and Federal legislatures for the purpose of determining policy and exchanging views on problems of current interest and need. The Subcommittee shall seek to arrange not less than two such conferences annually with each group of legislators.
c. Committee on Community Services
The Subcommittee on Community Services shall have the duty to study and, when appropriate, to recommend action on such matters as: rent control, housing, education, human relations, senior citizens, law enforcement and such other matters as the Executive Committee shall from time to time direct. The Committee shall develop, carry out and coordinate programs and facilities to enable the Democratic Party to better serve the people of Kings County. The Chairperson, Vice-Chairperson, or any other member of the Subcommittee, when designated by the Chairperson of the Executive Committee, shall attend public hearings held by City, State and Federal agencies concerning matters within the purview of the Committee.
Committee on Inter-Group Relations
The Subcommittee on Inter-Group Relations shall have the duty to study and recommend programs for the advancement of social and political integration. All communications and recommendations from groups and individuals for the implementation of such programs shall be referred to it. The Subcommittee shall also consider and report to the Executive Committee on matters affecting the relations of groups within the community with suggestions as to how more harmonious relations may be fostered.
e. Committee on Public Meetings
The Subcommittee on Public Meetings shall have the duty to prepare a list of persons who will be available to speak at district and other meetings. The Subcommittee shall also ascertain the names of all civic educational and philanthropic organizations within the County of Kings and communicate with each such organization to offer without charge speakers to attend meetings of said organizations.
f. Committee on Public Relations
The Subcommittee on Public Relations shall have the duty to publicize the activities of the Democratic Party, its officers and committees in such manner as shall be directed by the County Committee or the Executive Committee.
2. Other Subcommittees
The Executive Committee and/or the ADC may establish and create any subcommittee that they deem necessary and proper, and new subcommittees must be approved by a majority vote of the relevant body creating the subcommittee. Organizational and subsequent meetings shall be held on the call of the ADC Chairperson or the subcommittee’s respective Chairperson. The chairpersons of each subcommittee shall make a report to the ADC, and shall keep a written record of all actions taken by said subcommittee. All Subcommittees shall be open to any member of the ADC who wishes to join.
3. General Provision
a. Each ADC Subcommittee shall establish their own rules and regulations in order to better conduct their business, and shall present those rules to the ADC at their first report, for a vote by the ADC on their acceptance.
b. Quorums for the subcommittees shall be decided by the respective subcommittee.
c. All subcommittees are required to record minutes of their meetings and must post said minutes on the ADC 50 website for public review at the earliest possible convenience once they are approved at the subsequent meeting of said subcommittee.
d. Members of the Executive Committee are eligible to hold office on any subcommittee.
ARTICLE IV: Procedure
1. Organizing Meeting
The ADC shall meet and organize prior to or within 30 days of the organization meeting of the County Committee. It shall meet at such time and place is designated jointly by the District Leaders. In the event that no such notice is issued, the meeting shall be called by the Chairperson of the Executive Committee who shall also designate the person to call the meeting to order and preside thereat until the election of a Chairperson.
The Agenda for the Organizing Meeting of the ADC shall be as follows:
a. Roll Call
b. Adoption of the Rules and Regulations
c. Election of the Chairperson
d. Election of the Secretary
e. Election of Other Officers
f. Other Business which may be placed on the Agenda in accordance with the following:
i. Other business may be placed on the agenda only by
(1) Chairperson of the ADC,
(2) The Executive Committee,
(3) The Committee on Rules and Regulations, or
(4) A written petition submitted to the Chairperson or Secretary of the ADC at least seven (7) days prior to the date of such meeting signed by at least one-quarter (25%) of the members of the ADC.
The Secretary must have a written copy of any resolution before it may be considered by the ADC.
2. Regular Meetings
Regular meetings of the Assembly District Committee shall be held, as the business of the Committee may require, at a time and place designated by the Chairperson. There shall be, however, not less than two regular meetings of the Committee each year, including the organization meeting.
Notice of the time and place of all regular meetings of the ADC must be sent by mail (electronic or postage) or telegram to each member at least five (5) days before such meetings, and similar notice of all adjournments of such meetings must be sent at least two (2) days prior to such adjourned meetings.
An Agenda for each Regular Meeting of the ADC shall compiled by the Chairperson and be e-mailed to each member of the ADC no later than five (5) days before the scheduled start of said meeting.
The Agenda for the Regular Meetings of the ADC shall be as follows:
a. Roll Call
b. Reading and Approval of Minutes
c. Report of Standing Committees
d. Report of Special Committees
e. Report of the District Leaders
f. Communications & General Announcements
g. Unfinished Business
h. New Business
3. Special Meetings
Special Meetings of the ADC may be called by the Chairperson thereof to be held at such time and place as they may designate. A special meeting must be called by the Chairperson within ten (10) days after receipt by him/her of a petition signed by one-fourth of the whole number of the members of the County Committee to which the Assembly District is entitled. Special meetings shall be held not less than five (5) nor more than ten (10) days after such call. Notice of such meetings and adjournments thereof shall be given in the same manner as provided for regular meetings. The call for a special meeting used by the Chairperson on their own motion shall specify the items set forth in such petition. In either event, no other matter shall be considered at a special meeting.
If the Chairperson is absent or refuses to call a special meeting, such meeting shall be called jointly by the members of the Executive Committee. In the event that no such joint notice of meeting is issued the meeting shall be called by the Chairperson of the County Committee, in order as prescribed in Article III Section 1, who shall designate the person to call the meeting to order and preside thereat until the election of a Chairperson for the meeting.
ARTICLE V: General Provision
ADC votes are won by simple majority vote. The Chairperson may, at their discretion, decide votes by voice except for contested elections. Upon the request of more than one-quarter (25%) of members of the ADC present, the Chairpersons request for a voice vote may be overridden and a roll call conducted.
2. Limitation of Speaking
In the interest of time and fairness, a limit of three (3) minutes shall be imposed on all speakers addressing the ADC. Any speaker may request more time and any member of the Executive Committee may grant that member more time.
3. Roberts’ Rules
Unless otherwise provided herein, the meetings of the ADC shall be governed by the latest edition of Robert’s Rules of Order, Newly Revised.
All minutes from Executive Committee Meetings, Subcommittee Meetings, and General ADC Meetings, once read and approved, at the earliest possible convenience shall be posted on the ADC website.
5. Nominations and Voting
The process of floor nominations and ballot voting as prescribed in Robert’s Rules shall be the process by which nominations and elections for vacant officer positions are made. Balloted rank-choice voting calculation is permissible at the discretion of the ADC Executive Committee.
As provided by the Rules for the Government of the Kings County Democratic County Committee §7, the ADC shall limit the use of proxies to allow no more than three (3) proxies to be held by any individual member.
7. Open Meetings
Meetings of the ADC shall be open to the press and public. Members of the press and public shall be required to remain in designated areas during such meetings and to conduct themselves so as not to interfere with the conduct of the meeting.