HAYWOOD COUNTY REPUBLICAN PARTY

PLAN OF ORGANIZATION

PREAMBLE:

Pursuant to the North Carolina Republican Party State Plan of Organization, (hereinafter referred to as the State Plan), the Haywood County Republican Party (hereinafter referred to as the County Party hereby adopts the State Plan as its County Plan of Organization (hereinafter referred to as the County Plan) subject to the following:

ARTICLE I – PARTY OFFICERS

A. In every odd-numbered year, the Haywood County Convention shall elect the following officers: County Chair, County Vice-Chair, 2nd Vice Chair, a County Secretary, and a County Treasurer.

B. All Party Officers are required to take the Campaign Finance Compliance Training offered by the NC Board of Elections within 30 days of taking office.

ARTICLE II – EXECUTIVE COMMITTEE

A. EXECUTIVE COMMITTEE
The County Executive Committee shall consist of the County officers and other persons elected in odd-numbered years by the County Convention in accordance with this County Plan. The members of Executive Committee of the Haywood County Republican Party shall consist of:

1. County Chair, County Vice-Chair, 2nd Vice Chair, County Secretary, and County Treasurer;

1. All Precinct Chairs;

2. Five Members-at-Large. The Members-at-Large may not hold any other office or position that would otherwise qualify them to be Executive Committee members.

3. Any additional members required by the State Plan of Organization.

4. Any Member who misses three consecutive Executive Committee meetings that are unexcused by the Chair shall be deemed to have resigned.

5. The Executive Committee Membership shall not be increased beyond the specified number herein.

B. ELECTION OF PRECINCT CHAIRS TO EXECUTIVE COMMITTEE

1. Precinct Chairs shall be elected to the Executive Committee in odd numbered year.

2. In the event of a vacancy in the Executive Committee, the County Chair may appoint a qualified individual to fill the position for a period not to exceed 60 days. The Executive Committee shall approve the individual by a majority vote at the next convened Executive Committee meeting.

C. EXECUTIVE COMMITTEE VOTING

1. A Precinct Vice Chair may vote if the Precinct Chair is absent. The Precinct Chair who expects to miss an Executive Committee meeting shall notify the Precinct Vice Chair and the Chair of the County Party.

1. Each member may cast only one vote on each motion.

D. TERMS OF OFFICE

The terms of County Officers, Precinct Officers and Members-at-Large shall begin immediately upon the adjournment of the meeting or Convention at which they were elected.

E. EXECUTIVE COMMITTEE MEETING

1. The presence of 25% of the Committee’s members shall constitute a quorum.

1. The County Executive Committee shall meet at least once in every three-month period upon the call of the County Chair, or the call of 1/3 of the Members of the County Executive Committee, after giving 10 days’ notice to all Executive Committee members via email. The County Executive Committee shall hold at least six meetings each calendar year.

2. Additional meetings may be called as needed by the Chair.

3. Executive Committee members are required to inform the Secretary of any changes to their preferred email address, mailing address and phone number. Failure to do so may result in self-initiated forfeiture of notification.

ARTICLE III – VACANCIES AND REMOVALS

A. The replacement for a vacancy due to death, resignation, discontinuance of residency within the County, removal of any officer or member of the County Executive Committee, or for any other reason, shall be voted on by the remaining members of the County Executive Committee.

ARTICLE IV – AMENDMENTS AND REVISIONS

A. The County Convention shall adopt or amend this Plan in a manner not inconsistent with the State Plan.

B. If, as a result of action taken in a State Convention, it is necessary to bring this County Plan into conformance with the State Plan, this Plan shall be amended by the Executive Committee within ninety days after receiving notice of nonconformance from the State Party.

C. In the event that it is determined that the County Plan of Organization is not consistent with the State Party Plan of Organization, the County Executive Committee must, at the next called meeting, bring the County Plan of Organization into compliance with the State Party Plan of Organization per the following:

1. The State Party shall have provided written documentation of any inconsistency.

1. The Executive Committee is authorized to make only the change(s) to the County Plan that will address the documented inconsistency. The remainder of the County Plan shall remain unchanged.

The County Executive Committee may amend the County Plan to bring it into compliance only upon receiving a favorable vote from two-thirds of the Members, after their having received ten days prior notice via email of a meeting, regarding any proposed amendment.

1. The County Party shall submit all such amendments to the appropriate State and District Party officials within ten days of the approval of by the Executive Committee.

2. Changes to the County Plan made in this manner are considered to be in effect immediately, but must be approved at the next County Convention to remain in effect.

3. The newly amended Plan shall be posted on the County Party Website.

ARTICLE V – FINANCIAL RULES

A. All disbursements shall be made from the Party’s General Fund or Building Fund account in the form of a properly signed check or debit card in accordance with State laws.

B. The Treasurer shall maintain at the County Party Headquarters actual receipts submitted for expenses and statements of accounting. The Treasurer may keep a duplicate set of these records in offsite storage.

C. Subject to the limitations listed below, both the Chair and the Treasurer are authorized to sign all checks in payment for expenditures made by and on behalf of the County Party, including, but not limited to, the operation of a Republican Party Headquarters and County Party activities, and such other expenditures as are approved by the Executive Committee, in accordance with the provisions listed below.

1. 1. The Chair and the Treasurer may jointly make purchases for the party or incur obligations for expenditures as stated above without Executive Committee approval in cases where the expenditures do not exceed $150.00 per single expense and $500 in total per month. The Chairman and/or Treasurer shall report and justify the expenditures at the next meeting of the Executive Committee. In the event that the County Party does not have a Treasurer, both the Chair and Vice Chair must approve such expenditures.

1. 1. For expenditures or obligations in excess of $500.00, prior approval of the Executive Committee must be obtained.

1. 1. Recurring financial obligations such as but not limited to rent, utilities, internet, taxes, insurance, etc. are not subject to the limitations listed above.

1. 1. All banking deposits must be made by either the Chair, Treasurer, or an Assistant Treasurer appointed by the Treasurer.

D. Every reasonable effort shall be made to maintain in the checking accounts enough funds to cover twelve months operating expenses.

G. Reimbursements:

1. The County Party has no obligation to reimburse individuals for personal expenses regarding travel, meals, etc. Such reimbursement must be approved by the Executive Committee prior to the expense.

1. If reimbursement is expected for the purchase of food, office supplies, stamps etc., the prior approval of both the Chair and the Treasurer , or the County Executive Committee, must be obtained. Receipts must be provided to receive reimbursement. In the event that the County Party does not have a Treasurer at that time, both the Chair and Vice Chair must pre-approve requests. Such a pre-approved reimbursement authorized with the prior approval of the Chair and Treasurer (or Vice Chair in the absence of a Treasurer) shall not exceed $150.

ARTICLE VI – PUBLICATION OF COUNTY PLAN

The County Plan shall be posted on the County Party’s Website within 10 days of the Convention.