DAVIDSON COUNTY REPUBLICAN PARTY BY-LAWS
Name and Purpose
Section 1. Name. This organization is the Davidson County Republican Party (DCRP).
Section 2. Supersede Prior By-Laws; Approval. These By-Laws replace and supersede any previous Constitutions or By-Laws, or any other governing documents of the DCRP previously adopted. These By-Laws are subject to the approval of the Tennessee Republican Party (State Party).
Section 3. Purposes. The purposes of the DCRP include, but are not limited to, the following:
A. Recruiting Republican candidates and supporting their election to office at the national, state, and local levels;
B. Raising funds for Republican campaigns and in support of Republican causes;
C. Assisting the State Party and the Republican National Committee and recruiting Republican Party membership;
D. Promoting awareness of Republican positions on public issues and fostering good citizenship;
E. Increasing the effectiveness of our members and elected officials in the cause of good government through active political participation.
County Executive Committee
Section 1. Governance. The affairs of the DCRP shall be governed by an Executive Committee in accordance with these By-Laws and Rules.
Section 2. Duties. The general duties of individual members of the Executive Committee, as representatives of the DCRP, include, but are not limited to, the following:
A. They shall facilitate the flow of information to and from their home districts.
B. They shall be expected to attend all meetings of the Executive Committee, or, if unable to attend, shall notify the Recording Secretary of their pending absence.
C. They shall actively participate in the execution of appointed committee responsibilities.
D. They shall be active in local Republican affairs and shall attend as many Republican events within their home districts as practical.
E. They shall assist in recruiting, advising and supporting Republican candidates for office.
Section 3. Composition of Executive Committee After Biennial Reorganization Meeting. The Executive Committee shall consist of the following voting members: the Officers of the DCRP; Immediate Past Chairman; Regional Vice-Chairmen; members of the State Executive Committee whose districts are entirely or partly in Davidson County; the Chairs of the Davidson County chapters of any nationally federated Young Republican or Republican Women’s clubs receiving official state-level recognition. In the event that a club Chair does not desire or is unable to attend a meeting of the executive committee, they may designate a representative to serve as their non-voting designee for any portion of their term to report the proceedings of the Executive Committee back to their membership. If there is no active and organized Republican Women’s or Young Republicans Club in the County, the DCRP shall recognize the State Chairman’s discretion to appoint an individual to represent those constituencies on the Executive Committee as a non-voting member. The Executive Committee may approve representatives of other Republican auxiliary organizations to serve as non-voting members of the Executive Committee and may, likewise, revoke such approval.
Section 4. Chairman – Limitation of Term. The Chairman shall not serve more than two (2) full consecutive terms.
Section 5. Removal of Executive Committee Member.
A. Removal of Executive Committee Member Due to Absence.
If a member of the Executive Committee (other than the Immediate Past Chairman, or a State Party Executive Committee member or the head of an auxiliary organization) is absent from three consecutive meetings, the member shall automatically be removed from the Executive Committee, and the Executive Committee shall elect a replacement. There shall be no prohibition against the same Executive Committee member’s being reelected if he has valid reasons for his absence.
B. Removal of Executive Committee Member for Cause.
(i) Pursuant to Rule F, State Party’s Rules and Regulations, a voting member of the Executive Committee other than the Chairman may be removed for cause.
(ii) The action for removal for cause of a County Executive Committee Member, other than the Chairman, shall specify the grounds, and include a statement of the facts, and any documentation in support thereof, and shall designate a time
and place with fifteen (15) calendar days notice for a full hearing of the action and response, such hearing to be conducted by the County Chairman. A copy of such shall be served on the members of the County Executive Committee affected by such action, and their counsel, if any.
(iii) A two-thirds (2/3) affirmative vote of the County Executive Committee present and voting at such meeting shall be required for removal.
C. Removal of the Chairman for Cause.
(i) The County Party Chairman may be removed for cause by action of the State Chairman and the SEC in a manner similar to that described in Article III, Section 4 of the State Party
Bylaws and Rules, upon written request signed by two-thirds (2/3) of the voting members of the County Executive Committee.
(ii) If the Chairman is running for public office in a contested Republican primary he shall resign his position within ten (10) days after the filing deadline.
Section 6. Filling Vacancies. A vacancy in a County office occurs if an Officer dies, resigns, changes his residence out of the County, is removed from office, or otherwise becomes disqualified or unable to serve his complete term. The following shall govern should a vacancy occur:
A. In the case of the Chairman or Treasurer, as the case may be, the Executive Committee shall proceed to elect a new Chairman or Treasurer, by majority vote, at a duly called meeting within thirty (30) days after such vacancy occurs. An Officer elected to fill a vacancy shall serve until the next County Party reorganization, and until his successor is duly elected and takes office. These Officers must qualify for office as outlined in Article III, Section 1(A) of these bylaws. The replacement Officer needs not to be a sitting member of the Executive Committee.
B. The First Vice-Chairman or Vice-Treasurer shall automatically assume the office of Chairman or Treasurer, respectively, on a temporary basis, if either of said offices should become vacant.
C. Except for the head of an auxiliary organization and the Immediate Past Chairman, if any other member of the Executive Committee ascends to a higher position, dies, resigns, moves outside Davidson County, is removed from office, or becomes disqualified or unable to complete his term, the Executive Committee shall elect a replacement to serve until the next County Reorganization. To the extent reasonably possible, a Region Vice-Chair should be a resident from within the Region of which they Chair. An Executive Committee member shall have an affirmative duty to give notice in writing to the County Chairman of a move outside the District which he represents.
D. If the Immediate Past Chairman dies, resigns, moves outside of Davidson County, is removed from office, or becomes disqualified or unable to complete his term, that position shall become vacant and shall not be required as part of a quorum.
E. In the case of the head of an auxiliary organization, it shall be the responsibility of any auxiliary organization to decide upon their replacement leadership should the head of that auxiliary organization be removed from office or becomes unable to complete his term. However, the requirements of Article II, Section 3 herein remain applicable.
Section 7. Endorsement Prohibited. The following shall apply to endorsement of candidates in contested elections:
A. Neither the Executive Committee as a body, nor the County Chairman, shall endorse any Republican candidate in a contested primary election for local, state or national office; provided, that this section shall not apply to the Chairman in any primary election in which the Chairman, his spouse, or a member of his immediate family is a candidate. Unless approved by the Executive Committee, no member of the Executive Committee will use his title or position on the Executive Committee in a way that explicitly implies the endorsement of the DCRP or Executive Committee for or against any candidate or issue that is subject to election.
B. Neither the Executive Committee as a body or individual member, shall endorse, or assist in any manner, a Democrat or other non-Republican opponent in an election or primary election in which a Republican is a candidate or has filed as a candidate. The foregoing provision shall not apply to nonpartisan elections.
Section 8. Standing and ad Hoc Committees. The Chairman shall appoint certain standing committees to assist in carrying out the work of the DCRP and may, at his discretion, appoint ad hoc committees for additional purposes. Any special or temporary committee created under this section shall cease to exist upon the election of a new County Chairman. Chairs of the standing committees shall be appointed within thirty (30) calendar days of the DCRP Chairman’s election. Any committee may, and should, include individuals who are not members of the Executive Committee. However, each committee will have at least one member of the Executive Committee on it. Each committee member shall reside in and be a registered voter in Davidson County, Tennessee. The standing committees of the DCRP shall be:
A. Elections & Candidate Support: This committee shall work to recruit Republican candidates for elected office, vet prospective candidates, provide them with information concerning election procedures, and train them to maximize the probability of electoral victory. They shall also work to recruit Republican poll workers and poll watchers and recommend or solicit endorsements for Republican candidates in elections other than primaries.
B Membership: This committee shall work to recruit new members to the DCRP through various means and maintain appropriate membership records.
C Outreach & Events: This committee shall focus on delivering the message of the DCRP by connecting with political, professional, social, and service organizations from which members may be found and by which we may be well-received. The committee shall organize events that are not otherwise facilitated by the Fundraising Committee. The committee shall maintain a calendar of Republican events, those facilitated by the DCRP, and otherwise, and occurring in and around Davidson County, and encourage participation. Within ninety (90) calendar days of a Chairman’s appointment, the committee shall submit a plan to the Executive Committee spanning the duration of their term and proposing events to be executed by the committee and the DCRP.
D Policy & Issue Education: This committee shall develop ways of elucidating the DCRP’s position on issues and prepare, when needed, materials and talking points for use by party members, the Executive Committee, and Republican candidates.
E Fundraising: This committee (formerly known as the Finance Committee) shall set fundraising goals for the DCRP each year and pursue fulfillment of such goals in a diverse and strategic manner. Within ninety (90) calendar days of a Chairman’s appointment, the committee shall submit a fundraising plan to the Executive Committee spanning the duration of their term and proposing events and activities to be executed on behalf of the DCRP. This committee shall also keep abreast of campaign finance laws and shall insure compliance in a timely manner.
F By-Laws: This committee shall periodically, and by request, review the current DCRP By-Laws in whole or in part to consider revisions which may be deemed necessary and prepare appropriate amendments for action by the Executive Committee. The committee shall also conduct the quadrennial review of the DCRP By-Laws required by the State Party By-laws.
Section 9. Seven Regions; Composition. The Davidson County Regions shall consist of the North Region, North Central Region, East Region, Southeast Region, South Central Region, South Region, and the West Region. The Executive Committee shall assign council districts within each of the regions and shall be authorized to reassign council districts as they deem appropriate.
Election of County Party Leadership
Section 1. Election of County Party Leadership. Election of the County Party Leadership shall be in accordance with the rules of DCRP attached to these By-Laws as Rules A and B, at a re-organization held every odd-numbered year as specified in Part I – General, Section 2.
A. To qualify for office as an Officer a candidate must be an individual who is actively involved in the Tennessee Republican Party, his County Republican Party, or any recognized auxiliary organization of either; be a citizen who has voted in the last three (3) statewide Republican primary elections ; and be a registered voter in Davidson County, Tennessee.
B. To qualify for office as Regional Vice-Chairman, a candidate must be an individual who is actively involved in the Tennessee Republican Party, his County Republican Party, or any recognized auxiliary organization of either; be a citizen who has voted in the last three (3) statewide Republican primary elections; be a legally registered voter in Davidson County, Tennessee; and be a resident from within the County Districts comprising that Region, as define herein.
C. To qualify for office as District Chairman, a candidate must be an individual who is actively involved in the Tennessee Republican Party, his County Republican Party, or any recognized auxiliary organization of either; be a citizen who has voted in at least two (2) of the last four (4) statewide Republican primary elections; and be a registered voter in Davidson County, Tennessee. Each District Chairman shall be a legally registered voter in the District from which he is elected. While the Executive Committee has the option of adding District Chairman as voting members of the Executive Committee, District Chairman currently are not voting members of the Executive Committee.
D. It shall be the responsibility of each candidate for a position as described in this section to provide, upon demand, sufficient certified evidence of their voting history from their county of residence to satisfy the voting history requirements as outlined in this section.
Section 2. Length of Term. The Executive Committee and District Chairmen shall serve two-year terms, and until their successors are duly elected at the following County Reorganization.
Section 1. Schedule of Meetings. The Executive Committee shall set its meeting schedule. It shall meet at least quarterly, and shall meet monthly during election years.
Section 2. Special Meetings. Special meetings of the Executive Committee may be called by the Chairman at his discretion. A special meeting of the Executive Committee shall be called upon the written request of ten (10) members of the Executive Committee. The purpose of the meeting shall be stated in the call, which shall be sent to all Executive Committee members with at least five (5) business days’ notice.
Section 3. Governance of Meetings. Meetings of the Executive Committee shall be conducted according to the most current edition of Robert’s Newly Revised Rules of Order.
Section 4. Quorum. A quorum of the Executive Committee will consist of one-half (1/2) of the voting members of the Executive Committee plus one (1) but in no event fewer than ten (10) members shall constitute a quorum. Should one or more voting members of the Executive Committee hold title to two or more voting positions designated above the number of the voting members will be reduced by an appropriate number for the period of time during which the dual conditions exist. Individuals may cast only one (1) vote on an issue regardless of the number of titles held. No vacant office shall be counted for purposes of calculating any quorum required under these bylaws.
Section 5. Open Meetings. All meetings of the DCRP Executive Committee shall be open meetings, except as provided for by Roberts Newly Revised Rules of Order.
Section 6. Notice. Notice of all meetings of the Executive Committee shall be given in writing with at least five (5) business days notice. This notice may be delivered by regular first class mail, electronic mail, or facsimile transmission to the most recent contact list maintained by the Communications Secretary. If sent by mail, electronic mail, or facsimile transmission, the notice shall be deemed to be delivered upon its deposit in the mail or transmission system. Notice of meetings shall specify place, day, and hour of the meeting.
Section 7. Proxy Voting. At meetings of the Executive Committee, voting members who are unable to attend may send a proxy vote, either written or electronic, to another voting member of the Executive Committee. The proxy shall be of the form so designated for such purposes (see Rule E) and shall name the individual authorized to exercise the voting member's vote. It shall state the date of the meeting for which the proxy shall be effective, and the limitations or instructions, if any, under which the designated proxy shall be voted. No individual shall be permitted to hold and exercise more than one (1) valid Proxy at any meeting. Notice of such proxy must be presented to the Recording Secretary prior to the beginning of the meeting. Proxies shall be permitted on other issues voted on at such a meeting, but shall not be permitted on the vote for or against removing a member. For the purposes of these By-laws a proxy vote held by a member is not a titled position. For the purposes of establishing a quorum a proxy vote held by a member shall be counted as if the grantor of the proxy were in actual attendance. For members subject to attendance rules (see Article II, Section 5 (A)) the granting of a proxy does not constitute attendance at a meeting.
Officers and County Party Leadership Duties
Section 1. Officers. The Officers of the DCRP shall be the Chairman, the First-Vice Chairman (who shall be of the opposite sex from the Chairman, if reasonably possible), the Second Vice-Chairman, the Treasurer, the Vice-Treasurer, the Communications Secretary, and the Recording Secretary. The County Party Officers shall also include the County Party’s Attorney who shall not have a vote in that position.
Section 2. Duties of Chairman. The Chairman shall be the Chief Executive of the DCRP and of the Executive Committee. The Chairman shall be responsible for the management and administration of the business of the Executive Committee, shall preside at all meetings of the Executive Committee, and shall coordinate the political activities of the DCRP. Within thirty (30) calendar days following his election as Chairman, he shall appoint a Fundraising Committee and an Outreach & Events Committee of no less than three (3) members whose duties will be as outlined herein. The Chairman shall preserve order and decorum at all meetings, including the appointment of a Sergeant-at-Arms, and such deputies as deemed necessary, who shall not have a vote in that position. A County Party Sergeant-At-Arms or Deputy shall not be prohibited from simultaneously holding a voting position as a County Party Officer or Executive Committee member. The Chairman shall appoint the County Party’s Attorney if he determines one is necessary.
Section 3. Duties of Vice-Chairmen. The first Vice-Chairman shall perform the duties of the Chairman in his absence. In the absence of both the Chairman and the First Vice- Chairman, the Second Vice-Chairman shall perform the duties of the Chairman. If all three of the foregoing is absent from an Executive Committee meeting, then the Executive committee shall elect a Temporary Chairman to preside at the meeting. Additionally, the First Vice-Chairman and Second Vice-Chairman shall have other duties with the First Vice-Chairman being responsible for coordination of the Regional Vice-Chair’s programs and activities and the Second Vice-Chairman being responsible for coordination and programs of the Standing Committees of the DCRP. The Vice-Chairman shall perform such other duties as may be assigned by the Chairman.
Section 4. Duties of Secretaries. The Recording Secretary shall take the minutes of each meeting of the Executive Committee. If the Recording Secretary must be absent from a meeting, he shall obtain a replacement. Minutes from meetings of the Executive Committee shall be submitted within seven (7) business days after each meeting to the Chairman and Executive Committee members. The Recording Secretary shall announce at the beginning of each Executive Committee meeting the name of any member who has become disqualified because he has moved outside his District, and shall announce at the end of each meeting the name of any member who has become disqualified because he has been physically absent from three (3) consecutive Executive Committee meetings. The Communications Secretary shall be responsible for communications duties as assigned by the DCRP Chairman including, but not limited to, social net-working, press releases, public announcements, and web-site maintenance. The content of all such releases and announcements shall be subject to review by the Chairman prior to their public distribution. The Secretaries shall perform such other duties as may be assigned by the Chairman or the Executive Committee. All records of the Secretaries shall be and remain the property of the Executive Committee.
Section 5. Duties of Treasurer. The Treasurer shall be responsible for implementing an internal system of financial controls. The Treasurer shall be responsible for the bank statement and shall be responsible for counting and depositing monies received by the DCRP. The Treasurer shall be responsible for the timely filing of all financial reports required by the Tennessee Secretary of State, the Davidson County Election Commission or any other governmental entity. The Treasurer shall report at each regular or special meeting of the Executive Committee all receipts and disbursements since the previous meetings. All records of the Treasurer shall be and remain the property of the Executive Committee.
Section 6. Duties of Vice-Treasurer. The Vice-Treasurer shall perform the duties of the Treasurer in his absence. The Vice-Treasurer shall assist the Treasurer in performing his duties.
Section 7. Duties of Regional Vice-Chairman. The responsibilities of a Regional Vice-Chairman shall include, but not be limited to, the following: organizing Republicans within his Region; maintaining and starting Republican community groups within his Region; identifying and recruiting poll watchers, District Chairmen and candidates within his Region; encouraging Republicans within his Region to join the DCRP; serving as a representative to the Executive Committee for Republicans within his Region and communicating information about the DCRP and Republican ideals, positions and events to residents of his Region.
Section 8. Duties of District Chairman. The District Chairman shall work closely with the Region Vice-Chairman for his District to communicate ideals, position and events to residents of his District. Should the District Chairman move out of the district or be unable to perform his duties, he will report his resignation to the Region Vice-Chairman.
Section 1. Eligibility. Any citizen of Davidson County, Tennessee who shares the ideals and goals of the Republican Party shall be eligible to become a member of the DCRP.
Section 2. Dues. The Executive Committee may recognize special levels of membership for dues-paying members, but neither dues payment nor donation shall be required as a consideration for active membership in the DCRP. All Executive Committee members shall be encouraged to participate as dues-paying members.
Section 3. Qualification for Membership. A member of the DCRP, who is registered to vote in Davidson County, shall be considered to be a Bona Fide Republican if they meet one or more of the following requirements:
A. Is actively involved in the DCRP, the State Party, or an auxiliary organization of either, and either
B. Has voted in at least three (3) of the four (4) most recent statewide Republican primary elections, or
C. Is vouched for to the satisfaction of the Chairman or the State Party Chairman as a bona fide Republican, such as by one or more officers of the State Party, members of the State Party or DCRP Executive Committee, or Republican elected officials.
Section 4. Challenges to Membership. If there is a challenge to the Bona Fide Republican status of a person who seeks to run for office as a Republican, the candidate’s status as a Bona Fide Republican shall be determined in accordance with Article IX, section 2 of the State Party’s By-Laws and Tennessee law.
Amendment of By-Laws
These By-Laws may be amended, subject to compliance with or approval of the State Party, by a majority of the full voting membership of the Executive Committee at any meeting. Notice of such meeting shall be sent to all Executive Committee members with at least five (5) business days’ notice and shall include a copy of the proposed amendment.
Section 1. Interpretation. These By-Laws are intended to be in conformity with all By- Laws, Rules and regulations of the Tennessee Republican Party, the Republican National Committee, and governing federal and Tennessee Statutes, rules and regulations. In the event of a change in any such governing document, any contradicting provision of these By-Laws is deemed amended to conform therewith, and shall be affirmatively amended as soon as reasonably possible. Any non-conformity within these by-laws will be severed from these by-laws and the State Party’s By-laws addressing such non-conformity shall supersede.
Section 2. Terminology. As used herein, the use of the masculine gender shall include the feminine and neuter, where applicable. Use of the singular shall include the plural, and vice- versa.
Section 3. Promulgation and Effect of Rules and Regulations. From time to time, the Executive Committee may adopt Rules or regulations to set forth or govern procedures to be followed, conditions to be met, and actions to be taken by the DCRP, the Executive Committee, and/or affiliated Republican organizations (except for those affiliated organizations which are subject to their own governing bodies at the state and/or national level). Such Rules or regulations shall have the full force and effect of these By-Laws. The bodies affected by such Rules or regulations, or changes thereto, shall promptly take such action as is necessary to conform therewith.
Section 4. The County Republican Party shall maintain a list of all recognized auxiliary organizations for the application of the foregoing standards and requirements. The Executive Committee shall submit to the State Party an updated and current list of recognized auxiliary organizations prior to the county’s biennial reorganization. The State Chairman has final authority on all approved auxiliary organizations.
Section 5. “Actively involved in” as used Article III and Article VI of these By-Laws shall be defined as a quantifiable contribution including, but not limited to, time or money to the State Party, the County Republican Party, or any recognized auxiliary organization of either during the period subsequent to the most recent County Republican Party reorganization.
Approved: February 22, 2011
Amended: August 27, 2013
Amended: August 09, 2017
Amended: September 7, 2017
Amended: January 4, 2018
I hereby certify that these By-Laws were adopted by unanimous vote of the Davidson County Republican Party’s Executive Committee at its regularly scheduled meeting on January 4, 2018.
Signed: ___/S/ James B. Garrett ___________
James B. Garrett
Chairman, By-Laws Committee
I hereby certify these By-Laws, amended on January 4, 2018, have been approved by the TRP Rules and By-Laws Subcommittee. This was confirmed via email from Michael Sullivan, Executive Director, Tennessee Republican Party on Thursday, March 8, 2018 when he responded to the question: “Have the DCRP By-Laws (amended January 4, 2018) been approved for distribution?”, asked on February 27, 2018, with the answer: “Yes, the changes submitted complied with he (sic) [the] requested changes by the bylaws subcommittee”.
Signed: ___/S/ James B. Garrett ___________
James B. Garrett
Chairman, By-Laws Committee
March 8, 2018
RULES OF THE DAVIDSON COUNTY REPUBLICAN PARTY
BIENNIAL COUNTY REORGANIZATION
This Rule shall govern the procedure for biennial County Party Reorganization of the Davidson County Republican Party.
Part I — General
Section 1. Notification of Caucus Date. The DCRP shall notify the State Party at least 30 days in advance of its caucus and convention held for the purpose of reorganizing.
Section 2. Time for Re-Organization. The DCRP shall reorganize itself between January 1 and March 31 of each odd-numbered year in a Council-manic delegated convention (County Convention) as defined in the State Party Rule E.
Section 3. Method of Calling Meeting; Quorum. On or before January 1 of each odd numbered year, the Chairman shall call a meeting, for the purposes outlined in Section 4 herein, of the Executive Committee, by written notice sent at least 15 days before such meeting. Such meeting shall take place on or before February 1 of each odd numbered year. At such meeting, the members of the Executive Committee who are present shall constitute a quorum. If the Chairman fails to call the meeting, the Chairman of the State Party shall appoint a temporary County Chairman to carry out the procedures for reorganizing the DCRP. Such meeting shall fix the time, date and places for the Council- manic District Caucus (District Caucus) and for the County Convention.
Section 4. Parliamentarian and Contest and Credentials Committee. At the meeting described in Section 3 above, the Chairman shall appoint, with the approval of the Officers and Executive Committee members present, a Parliamentarian and a Contest and Credentials Committee for the County Convention. The Contest and Credentials Committee shall consist of five (5) members from five separate council districts within the County.
The duties of the Contest and Credentials shall include the following:
A. It shall prepare instructions for holding the District Caucuses, if applicable, including the proper number of Delegates to be chosen by each Council District. The number of Delegates to be elected from each Council-manic District shall be determined from the official voting records of the last Presidential General Election, and shall be certified in writing and delivered to the existing District Chairman, or person serving in his stead as described in Part II, Section 3A below, along with the ballots for the election of District Officers and Delegates, and certification forms to be used for the District Caucus proceedings.
B It shall prepare ballots for the election of the District Officers and Delegates, certification forms for reporting the results of the elections in the District Caucuses, a form for affirmation of Republican allegiance (the form of which is attached to the DCRP By-Laws as Rule C), and any other forms deemed necessary or appropriate for use in the reorganization of the DCRP.
C It shall meet after the District Caucus and before the County Convention, and review the certifications received from each newly elected District Chairman, and take such other actions as are specified in Part II, Section 6 below.
D It shall hear and determine any contests of elections at District Caucuses, subject to appeal to the County Convention as a whole, in the manner set forth below.
E Meetings of the Contest and Credentials Committee shall be open to the public.
Part II — District Caucuses
Section 1. Notice; Content; Contest Deadline. At least ten (10) days before the District Caucuses, the Chairman shall cause to be published in a newspaper of general circulation within Davidson County (no less than 10,000 circulation) a paid advertisement stating the date, time and place for the holding of each District Caucus. It will also be published that to avoid unnecessary delay, each attendee is strongly encouraged to present their voter registration cards for confirmation at the District assembly point, as this will expedite the process of confirming delegates. The District Caucus of the Districts in each Region may be held together. More than one District shall be permitted to meet at the same place. Such advertisement shall also state the name and address of the Chairman of the Contest and Credentials Committee, and shall specify the deadline for filing contests as to the results of any District Caucus.
Section 2. Purpose. On the date and at the time and place(s) specified, a District Caucus shall be held for each District within Davidson County. The purpose of such Caucuses shall be the election of Delegates from such District to the County Convention, as well as the election of a District Chairman and such other Officers as may be desired, and the transaction of such other business as may be appropriate.
Section 3. Order of Business. The order of business for the District Caucuses shall be as follows:
A The then-existing District Chairman shall convene the meeting. If he is unable to be present, the Regional Vice-Chairman may designate a temporary Chairman to act in his place and stead. If there is no functioning Regional Vice-Chairman, the County Chairman shall designate a temporary Chairman.
B The next order of business shall be the resolution of any challenge to a citizen's right to vote and participate in the District Caucus. Any Republican citizen who is duly registered to vote in, and resides in, a precinct in the District shall be entitled to vote and participate in the District caucus. Identification and voting registration will be verified at each table by a Contest and Credentials committee member. An envelope will be placed at each table with instructions for the caucus procedures. A Chairman, delegates and alternates will be elected by each district in keeping with their allotted numbers. Any citizen whose loyalty to the Republican Party is questioned may be challenged by any other citizen present and qualified to participate. The challenged citizen shall be entitled to vote and participate in the Caucus upon his public and written affirmation of his allegiance to the Republican Party on the form duly furnished by the County Chairman or the Contest and Credentials Committee as set forth on Rule C to the DCRP By-Laws. If a citizen’s residence or registration to vote in the District is challenged, he shall vote on a paper ballot which shall be counted, marked and set aside. If such citizen is determined not to be duly registered to vote in said District, and not to be a resident thereof, his vote and participation shall be null and void.
C The next order of business shall be that the Chairman of the meeting may designate an adequate number of Tellers, who shall assist in distributing, collecting and counting ballots, and shall perform such other tasks as are assigned by the Chairman of the meeting. The Chairman shall preside over the voting process.
D The next order of business shall be the election of a new District Chairman and other Officers as mentioned above. District Officers shall be elected by a majority vote of the qualified citizens present and voting. Runoffs shall be held, if necessary to determine a majority. The newly elected District Chairman shall, upon his election, assume the chair from the adjournment of the present District Caucus until the adjournment of the following District Caucus.
E The next order of business shall be the election of the District's Delegates to the County Convention. The total Republican vote in the last Presidential general election shall be the basis on which shall be determined the number of Delegates to be elected. The District shall be entitled to one (1) Delegate for each 200 Republican votes (or majority thereof) in that District. Fractional Delegates shall not be permitted. No proxies shall be permitted. The floor shall be opened for nominations for Delegates. The Contest and Credentials Committee shall oversee the voting. The total vote for each candidate for Delegate shall be recorded. Delegates in the number allotted to such District shall be elected in order of the highest total vote received. In case of a tie vote, all names involved in the tie shall be used in consecutive Delegate positions. A runoff shall be used if necessary to fill the last Delegate position. All Delegates must be Republicans duly registered to vote in, and residing in, the District at the time of the County Convention. Alternate Delegates shall also be elected, in a number up to the number of Delegates elected. Candidates for Delegate who did not receive sufficient votes to be elected Delegate shall become Alternates, in descending order of the number of votes cast for each person. In case of a tie, the method described hereinabove shall be used for electing Alternates.
F The District Caucus shall then proceed to such other business as may be appropriate.
Section 4. Failure to Hold a Caucus. If any District fails to hold a Caucus, or fails to elect Delegates at such Caucus, then promptly after the District Caucus, the County Chairman shall appoint a District Chairman and other District Officers and committee members from qualified Republicans who reside and are registered to vote in such District, to serve until the adjournment of the next subsequent District Caucus. The County Chairman shall not, however, appoint Delegates to the County Convention.
Section 5. Certification of Election Results of Delegates; Ballot Retention. Within three (3) calendar days after the District Caucus, the newly elected District Chairman shall certify the results of the election of District Delegates to the County Chairman and the Chairman of the Contest and Credentials Committee, on forms prescribed and furnished by the Contest and Credentials Committee. The newly elected District Chairman shall also furnish a list of the names and addresses of the citizens who voted and participated in the District Caucus. The names and addresses of Delegates to the County Convention shall be available to the public. The ballots cast in the District Caucus shall be preserved by the District Chairman until after the County Convention. If the results of the election are timely contested, or the certification is rejected by the Contest and Credentials Committee, the ballots shall be promptly delivered to the Chairman of that Committee, to be preserved until any possible contest has been finally resolved, or the time for filing any further contest has expired.
Section 6. Review of Certifications. Within seven (7) calendar days after the District Caucus, the Contest and Credentials Committee shall meet and review all certifications made pursuant to Section 5 above. If it rejects any certification, the Chairman of the Committee shall, within twenty-four (24) hours thereafter, notify in writing any Delegate whose credentials have been rejected, specifying the time and place at which any contest of such rejection shall be heard.
Section 7. Contest. Any delegate whose status as such is to be contested must be reported to the Contest and Credentials Committee within four (4) calendar days of the conclusion of the District Caucus. If there is a contest of any election at a District Caucus, the Contest and Credentials Committee shall hear and resolve the same. Any citizen participating in any District Caucus may contest the results by filing with the Chairman of the Contest and Credentials Committee at the address specified in the newspaper advertisement of the District Caucus, a written notice of contest, stating the specific legal and factual grounds for such contest. Such notice of contest shall be filed within four (4) calendar days after the District Caucus. At the meeting held pursuant to the foregoing Section, the Contest and Credentials Committee shall fix the time and place for hearing all contests filed pursuant to this Section; and the Chairman shall notify the contestants and the contested Delegates of the time and place for hearing such contests. Contestants may be represented by counsel at such contest hearings. The Committee or any contestant may cause a record to be made of such hearing. However, the rules of evidence and procedure which would be applicable in a court of law or equity shall not be applicable in such a hearing, and any ruling made shall not be appealable to any court. All contests shall be heard and decided at least twenty-four (24) hours before the County Convention. The determination of the Contest and Credentials Committee may be appealed to the County Convention as a whole, in the manner provided elsewhere herein.
Part III — County Conventions
Section 1. Time and Place. At the time, date and place specified, the County Convention shall meet to reorganize the DCRP.
Section 2. Order of Business. The order of business at the County Convention shall be as follows:
A. The County Chairman shall convene the Convention. If he is unable to be present, the First Vice-Chairman or, in his absence, the Second Vice-Chairman, shall preside. If there is no Vice-Chairman, the County Chairman may designate in writing a temporary Chairman to act in his place and stead. If there is no functioning County Chairman or Vice Chairman, the Chairman of the State Party may designate in writing a temporary Chairman of the Convention.
B. The following procedure shall apply:
i. Only Delegates (including Alternates, if applicable) certified by the Contest and Credentials Committee shall be allowed on the floor of the County Convention.
ii. The report of the Contest and Credentials Committee shall be read, and the Secretary shall call the roll of Districts to determine if a quorum is present. The presence of Delegates from twelve (12) or more, (one-third (1/3)), of the Districts shall constitute a quorum.
iii. The County Convention shall then proceed to hear and determine any appeals from actions of the Contest and Credentials Committee. Contestants shall be entitled to appear on the floor and present their appeals. The contests shall be heard in the numbered order of Districts, and, within Districts, in alphabetical order. Each contest shall be determined by a majority vote of the Delegates voting in the manner heretofore prescribed. The certified Delegates whose seats are in question shall not be entitled to vote, but all other Delegates, including those whose seats may be the subject of a later contest, may vote on such contest. If any contest Delegate is seated by the Convention, such Delegate shall immediately take his place in the Convention, and shall be entitled to full participation thereafter.
iv. Nominating speeches, if any, shall be limited to one minute each, and the Chairman shall call a halt to any that exceed the allotted time. Likewise, election speeches are to be limited to three minutes for the position of Chairman and two minutes for all others. For the position of Communications Secretary, Recording Secretary, Treasurer, and Vice- Treasurer, nominating speeches shall be limited to thirty seconds, and each candidate shall have one minute for an election speech. For the Regional Vice-Chairmen there will no nominating speeches, and two minutes for an election speech. The Chairman shall also call a halt to any election speeches that exceed the allotted time. Campaign material is to be limited to candidates standing for election at the convention. There shall be no comment from the floor after nominations are closed, and there will be no time allotted for formal rebuttals.
v. On any divided vote, a roll call may be requested by any Delegate. The roll call shall be called by District in numerical order. Each District shall be entitled to one (1) vote for each Delegate present and voting. Use of the Unit Rule shall not be permitted.
C. The next order of business shall be the election of a new County Chairman, which shall be determined by a majority of the votes cast.
There shall be a run-off election between the two candidates receiving the highest number of votes, if necessary, to break a tie. Paper ballots, issued and controlled by the Chairman of the Contest and Credentials Committee, shall be used for the election. The first ballot shall be for the position of Chairman only. The newly elected County Chairman shall assume the chair at the adjournment of the present County Convention.
D. The meeting shall then proceed to the election of other Officers and Leadership of the DCRP, including a First Vice-Chairman, a Second Vice-Chairman, a Communications Secretary, Recording Secretary, a Treasurer, a Vice-Treasurer, and Regional Vice-Chairmen. The second ballot shall be for the position of First Vice-Chairman and Second Vice-Chairman only. A third ballot will be for all other remaining offices and each of the ballots shall be of a differing color. Each of the seven Regional Vice-Chairmen shall be a resident of and a registered voter in a different Region of Davidson County, and elected by the delegates of that Region, as defined in Article 2, Section 9 of the Davidson County By-Laws.
E. At least two (2) Clerks appointed by the Chairman of the Contest and Credentials Committee shall tally the votes and perform such other functions as are assigned by the Chairman of the meeting. The Contest and Credentials Committee shall oversee the voting.
F. The County Convention shall then proceed to such other business as may have been included in the Call of the meeting, and such other business as it deems appropriate.
G. Except as otherwise provided in the Bylaws and Rules of the TRP or the DCRP, the County Convention shall be conducted in compliance with the most current edition of Robert's Rules of Order - Newly Revised.
Part IV — Certification of County Executive Committee
Section 1. Certification: Within ten (l0) calendar days after the County Party reorganization, the newly elected Chairman and Recording Secretary shall certify in writing to the State Chairman the following:
1. The names and addresses of all members of the newly elected County Executive Committee; and
2. The names and addresses of the newly elected Officers of the DCRP; and
3. The names and addresses of all Delegates participating in the Convention.
Section 2. Oath: Within ten (10) calendar days following the certification of the results of the County Reorganization, the County Chairman shall ensure the Officers are sworn to a commitment to perform the duties of their position to the best of their ability, as defined by these Bylaws. The Oath to be administered is attached to the DCRP By-Laws as Rule D. This ceremony can be conducted by any Republican county constitutional officer, by an SEC member representing that Senatorial District, or by the State Party Chairman or his designee.
Section 3. Confirmation: In addition, the County Chairman shall confirm in writing to the State Chairman, under oath, a pledge to uphold and enforce all Bylaws of the State Party.
CONTESTS OF RESULTS OF COUNTY REORGANIZATIONS
Section 1. Contest of Results: If any qualified Republican seeking to be elected to County Party office or in attendance at the County Convention should desire to contest the results of the elections at such Convention, a contest is deemed to exist. A contestant shall file a Notice of Contest with the State Chairman no later than five (5) calendar days after the filing of the certifications required in Rule A, Part IV hereinabove, and shall simultaneously serve a copy of such Notice on the County Party Chairman, all other County Party Officers, and all contestees affected by such contest. Such Notice of Contest shall state with particularity the factual and legal basis for such contest. Contests of results of a County Party Reorganization shall be deemed to exist under circumstances set forth in Rule F of the State Party By-laws, as it may be amended or replaced from time to time. Such contests shall be resolved or adjudicated in the manner set forth therein.
Section 2. Memorandum of Support: Within ten (10) calendar days after filing such Notice of Contest, the contestant shall file with the State Chairman a memorandum or brief supporting the contest. Such memorandum or brief in support shall include any supporting affidavits, correspondence or other documents to be relied upon as evidence. A copy of the memorandum or brief shall be served on the same parties listed in Section 1 above, and on their counsel, if any have appeared.
Section 3. Memorandum of Response: Within seven (7) calendar days of the filing of the Memorandum of Support as outlined in Section 2 above, the contestee or contestees may file with the State Chairman a response and any supporting memorandum or brief that they deem appropriate and shall serve a copy thereof on the contestant and all parties listed in Section 1 above and on their counsel, if any. Such memorandum or brief in response shall include any supporting affidavits, correspondence or other documents to be relied upon as evidence.
Davidson County Republican Party
Oath of Allegiance
I, _____________________________, of ________________________________
Please print full name Please print address
City State Zip Code
Do solemnly affirm that I will support the goals, missions, and objectives of the Davidson County Republican Party. I pledge I will work together with and uphold the by-laws of the National, State, and County Republican Parties. I also affirm that I reside at the above indicated address in District ___________, Precinct _____________ of Davidson County, Tennessee; and that I am duly and properly registered with the Davidson County Election Commission to vote in said District and Precinct.
Present (Work)(Home) Telephone Number: _____________________________
Present Cell Phone Number: _________________________________________
Fax Number: ______________________________________________________
_____________________________ ______________________________ Signature Date
Witnessed by any two bona fide Republicans present.
Davidson County Republican Party
Oath Of Office
I do solemnly affirm that I will support the goals, missions, and objectives of the Tennessee and Davidson County Republican Party. I pledge that I will work together with and uphold the by-laws of the National, State, and County Republican Parties. I will faithfully discharge, to the best of my abilities, the duties of my office for which I have been elected.
(Name Printed) (Office)
Davidson County Republican Party
County Executive Committee
I, _____________________________________ do hereby constitute and appoint
PRINTED NAME OF PERSON GRANTING THE PROXY (GRANTOR)
_______________________________________ as my proxy to attend the County
PRINTED NAME OF INDIVIDUAL HOLDING THE PROXY
Executive Committee meeting being held on __________________ with the
DATE OF MEETING
full powers to vote and act for me in my name, place, and stead, in the same manner, to the extent and with the same effect that I might were I personally present there.
PRINTED NAME OF GRANTOR
Approved: February 22, 2011
Amended: August 27, 2013
Amended: August 09, 2017
Amended: September 7, 2017