ARTICLE IV. OFFICERS
A. The Party shall maintain the following officers elected by the voting membership:
- Two Co-Chairs
- IT Admin
Each position must be held by one (1) person, except in such cases as there are fewer party members than Officer positions listed above. In such cases, positions other than Co-Chairpersons may be combined and held by one (1) person, limited to a combination of no more than two (2).
B. To be eligible to hold an Office position, one must be a voting member in good standing (per Article III requirements). The minimum age to hold the positions of Co-Chair, Secretary and Treasurer shall be the same as the legal age to serve as a signatory on any relevant and necessary legal documents.
C. Officers are expected to attend all general meetings. Notice should be given as soon as possible before a missed meeting and any applicable meeting information submitted to another Officer for presentation in their absence.
D. Major/Minor Decisions
- Minor decisions are process, scheduling, and communication decisions such as scheduling HRGP meetings and informal networking.
- Major decisions include, but are not limited to:
- Organizational structure
- Platform ratification
- Candidate nomination or endorsement at the local or state level
- Formally joining coalitions
- Financial matters of the HRGP
- Bylaw changes
- Election of local party officers
E. Powers and Duties of the Co-Chair:
- The Chairperson shall call, facilitate, and set agenda for meetings of the Executive Board.
- The Chairpersons shall facilitate meetings of the General Membership.
- The Chairperson facilitating any meeting may temporarily delegate this responsibility to any voting member as outlined in the Parliamentary Authority referred to in Article IX.
- The Chairpersons shall serve as authorized signatories for all official Party financial accounts.
- The Chairpersons shall serve as the primary spokespersons and correspondents for the Party.
- The Chairpersons may call special meetings of the Executive Board with the concurrence of one (1) of the other officers of the Executive Board.
- The two (2) chairpersons shall preferably be of differing gender identities to encourage traditionally minority representation.
F. Powers and Duties of the Secretary:
- The Secretary shall record the minutes of general meetings and Executive Board meetings and publish them electronically. If unable to attend a meeting, it is the Secretary’s responsibility to appoint a note-taker for that meeting and to see that the notes are published.
- The Secretary shall maintain all active documents pertaining to the Party as a whole, including membership lists, petitions, etc.
- The Secretary shall create and maintain all records of meeting attendance by voting and non-voting members.
- The Secretary shall process and maintain all public correspondence.
- The Secretary may serve as an authorized signatory for the Party’s financial accounts.
- The Secretary shall be responsible for determining whether a quorum is present at all Board and General Membership meetings.
G. Powers and Duties of the Treasurer:
- The Treasurer shall be responsible for maintaining and managing all official Party financial accounts.
- The Treasurer shall file any and all appropriate financial documents required by law or deemed necessary by the Party membership.
- The Treasurer shall process all reimbursements and cash advances for Party business and keep a record of such transactions.
- Financial reimbursements totaling less than one hundred (100) dollars shall not require approval from the Executive Board or membership. A receipt reflecting the cost of the goods and/or services being reimbursed must be collected and maintained by the Treasurer.
- Financial reimbursements totaling more than one hundred (100) dollars must be approved by a majority vote of the Executive Board. A receipt reflecting the cost of the goods/services must be collected and maintained by the Treasurer.
- The Treasurer shall serve as the primary signatory for all official Party financial accounts.
- The Treasurer shall be able to report the status of all official Party financial accounts to the General Membership at each regular meeting, and may be required to submit additional reports by the Executive Board.
- The Treasurer shall serve on the Fundraising/Legal Committee.
H. Powers and Duties of the IT Admin:
- Catalogue and maintain all IT assets of the Party. These include Party-owned hardware and software, digital services & hosting, domain names, and digital communication platforms.
- Oversee, maintain, and ensure the operation and information security of the Party website, Party social media accounts, and internal digital communications and data.
- The IT Admin shall serve on the Media/Web Committee.
- The IT Admin may unilaterally form and dissolve an ad hoc IT Committee for the purposes of assistance with, and consultation on, IT projects. The IT Admin shall serve as the Chair of the IT Committee, unless another is appointed or selected by regular consensus from among its membership.
I. Election of Officers
- No term limits. Terms shall last one (1) year for each elected office.
- Anyone running for a Party office must be a voting member of the Party, and be registered with the Election Supervisor as such.
- The minimum age to hold the Executive Board positions of Co-Chair, Secretary and Treasurer shall be the same as the legal age to serve as a signatory on any relevant and necessary legal documents.
- All elections of Party officers require minimum advance notice at two (2) meetings prior to the date on which the elections will be held.
- Prior to nominating Officers, an Elections Oversight Committee shall be appointed by the voting membership to include a minimum of three (3) voting members, not running for positions, and operate on a consensus basis. The Committee shall have the following responsibilities:
- Vet potential candidates for eligibility and make recommendations to the General Membership for nominees.
- Create and maintain guidelines governing Officer elections in accordance with current Hampton Roads Green Party bylaws.
- Tally, record, and report the results of votes.
- Collaborate as necessary with the Secretary to ensure the results of all Party votes are recorded.
- Nominations will be taken from the floor of the General Membership during each of the meetings prior to the election. Members are encouraged to nominate themselves.
- Voting will take place by secret ballot, in an instant runoff method to be determined by the Election Supervisor as of one (1) meeting prior to the election, subject to the approval of the Executive Board.
- The term of a newly elected officer does not begin until the official announcement of election results at a meeting of the General Membership. Incumbent officers shall establish quorum for said meeting.
- Committee Chairpersons are selected by the other members of their committee.
- Removal from office: the Officers of the Board may be removed for malfeasance, misfeasance, or nonfeasance. Process for removal can be initiated by a written proposal of one (1) or more members of the General Membership, and follows the same procedures governing discipline of general members.
J. Election of Officer to Public Office
- In the event of the election of a Party officer to public office, the Executive Board may nominate a delegate pro tempore subject to confirmation by a quorum of voting members.
- The delegate pro tempore upon confirmation assumes all responsibilities of the position until such time that:
- The original officer exits their elected public position
- New elections are held for the position
- A new delegate pro tempore is nominated by the Executive Board and confirmed by a quorum of voting members
- A meeting of voting members for confirmation shall be announced with the nomination of a delegate pro tempore.
K. Resignations of Officers
- In the event of the resignation of an officer, a delegate pro tempore may be nominated to the position by a majority vote of the Executive Board.
- Such delegates shall upon confirmation assume all responsibilities of the office, subject to veto powers by majority vote of permanent members of the Executive Board.
- Special election procedures shall begin immediately upon receipt of a resignation.
- Special elections shall follow the policies and procedures of scheduled elections.