Constitution
Constitution of the College Republican Federation of Virginia Ratified April 9th, 2011 Updated February 4th, 2017
Article I. Name
The name of this organization shall be the “College Republican Federation of Virginia” and shall be referred to as “the Federation” for the remainder of this document.
Article II. Purposes
Section 1. To encourage the organization of a College Republican club on each college and university campus in the Commonwealth, to assist new clubs in becoming active, and to assist established clubs in remaining active. To promote communication and unification among Chapters across the Commonwealth.
Section 2. To organize college students into an effective force to secure the election of Republican candidates to all levels of public office.
Section 3. To make known and promote the principles of the Republican Party among college students in the Commonwealth of Virginia.
Article III. Affiliation
The Federation shall be affiliated with the College Republican National Committee and shall operate as an auxiliary organization to that body and its governing documents insofar as they affect and prescribe the functions of the Federation. The Federation shall also be affiliated with the Republican Party of Virginia and shall operate as an auxiliary organization to that body and its governing documents insofar as they affect and prescribe the functions of the Federation and do not conflict with the College Republican National Committee’s directives.
Article IV. Membership
Section 1. Any College Republican chapter (a “Chapter”) with five (5) or more members enrolled at an accredited institution of higher education located within the boundaries of the Commonwealth of Virginia is eligible to apply for membership in the Federation.
1) To recognize a Chapter as a member of the Federation requires only five (5) or more members regardless of the requirement of the CRNC.
Section 2. Members must be enrolled in the institution where the chapter is organized.
Section 3. No chapter shall belong to another state or national College Republican organization.
Section 4. Federation Representation
1) Only Voting members shall be considered in Chapter membership totals for the purpose of Federation representation.
2) “Voting members” must comply with Section 2 and be current in dues imposed by that chapter. The amount and manner of collection for dues shall be determined by each Chapter.
Section 5. Chapters that desire to join the Federation must send the following items as an application to the Secretary, via electronic mail:
1) A constitution or bylaws, with language consistent with this Constitution and the most recent edition of Robert’s Rules of Order, Newly Revised.
2) Officers’ names, mailing addresses, phone numbers, and e-mail addresses. 3) A “Voting Members” list that includes at least five (5) members’ names, phone numbers, and school email addresses.
4) A letter of recognition from either the local GOP unit chair or the Congressional District Republican Committee Chair within which the chapter is located.
5) Rechartering materials must be submitted no earlier than November 15th and no later than December 15th.
Section 4. Appeals may be lodged any point from the close of rechartering to twenty-one (21) days before the Annual Convention. A member of the Board can appeal the results of his school’s delegate count to the Executive Committee who shall be in charge of determining the method of the appeal.
Section 6. Each charter and rechartering is effective until the following Annual Convention, when it must be renewed according to the procedures in Article VIII.
Section 7. Should a Chapter fail to recharter it shall be dropped from the rolls.
Section 8. A charter may be suspended, with good cause, by a two-thirds vote at a meeting of the CRFV Board, with prior written notice, to be included in the call for the meeting. A charter may be suspended for a time set by the board up to the next rechartering.
Section 9. Any Chapter not otherwise chartered applying after December 15th is entitled to no more than two votes at that convention.
Section 10. Any member of the CRFV Board can request an audit of another chapter at least twenty-one (21) days prior to the annual convention. The process for this audit will be determined by the Executive Committee.
Section 11. The College Republican Federation of Virginia does not discriminate against its membership based on citizenship, color, disability, gender, race, religion, national origin or sexual orientation.
Article V. Officers
Section 1. The officers of the Federation (the “Officers”) shall be the Chairman, First Vice Chairman, Second Vice Chairman, Secretary, and Treasurer. They rank in and shall be elected in that order. The Chairman and both Vice-Chairmen must be registered voters in the Commonwealth of Virginia during their term.
Section 2. Election of all Officers shall be held during the Annual Convention.
Section 3. The Chairman shall direct and supervise the affairs of the Federation. The Chairman shall preside at all meetings of the Executive Board, Executive Committee, and at the Annual Convention. The Chairman shall serve as a representative from the Federation on the RPV State Central Committee. The Chairman shall have oversight over all official correspondences from the Executive Committee. Unless otherwise stated, the Chairman shall serve ex-officio on all committees.
Section 4. The First Vice Chairman shall preside in the absence of the Chairman. The First Vice Chairman shall be the coordinator for Federation campaigning efforts and political activities. The First Vice Chairman shall serve as a representative from the Federation on the RPV State Central Committee. The First Vice Chairman shall also perform additional duties as assigned by the Chairman.
Section 5. The Second Vice Chairman will serve as the coordinator for Federation initiatives relating to individual chapters and new chapter development through Federation initiatives. The Second Vice Chairman shall also take responsibility for planning Federation meetings and conventions. The Second Vice Chairman shall serve as a representative from the Federation on the RPV State Central Committee. The Second Vice Chairman shall also perform additional duties as assigned by the Chairman.
Section 6. The Secretary shall be responsible for keeping all records of the Federation, excepting financial records required to be kept by the Treasurer, and shall be responsible for receiving and sending all official correspondence of the Federation. The Secretary will keep the minutes of all Executive Board, Executive Committee, and Annual Convention meetings and send out copies via e-mail or certified mail within ten (10) days of said meetings. The Secretary shall be custodian of the Constitution, keep records of all amendments, and provide copies to Clubs upon their initial chartering and upon request. The Chairman shall specify a place as to where all documents will be stored. This place shall be approved by the Executive Committee.
Section 7. The Treasurer shall keep the official financial records of the Federation. The Treasurer shall submit a detailed written report at all Federation meetings, detailing all material transactions since the previous meeting, with the current balance to be included in the minutes of the Secretary. The Treasurer shall submit a written summary report at the Annual Convention to the delegates of the convention and to the treasurer of the RPV and/or a Certified Public Accountant of all sums received and expended, all outstanding obligations, and such other matters as are material to the financial status of the Federation. Subject to the direction of the chairman, the Treasurer shall be the custodian of the bank account for the Federation.
Section 8. Officers shall be elected at the Annual Convention. Officers shall be sworn in by the outgoing Officers immediately after the last election at the Annual Convention. Officers must swear to perform his duties to the best of his abilities, uphold this Constitution, and uphold Republican ideals.
Section 9. Each officer shall be a student of a Virginia College or University for their entire term. Each officer shall also be sponsored by a chartered Federation Club at the time of their election.
Article VI. Appointive Positions and Honorary Positions
Section 1. An Executive Director, a Political Director, a Communications Director, a Chapter Development Director, a Fundraising Director, a Parliamentarian and any other positions deemed necessary by the officers may be appointed by a minimum vote of three (3) Officers.
Section 2. The Chair shall appoint the District Representatives subject to confirmation by a minimum vote of three (3) Officers.
Section 3. The immediate past chairman of the Federation is granted the title of Chairman Emeritus.
Article VII. CRFV Board and Executive Committee
Section 1. The government of the Federation shall be vested in the CRFV Board henceforth referred to as “the Board”. The Board shall consist of the Officers of the Federation and the Chairman of each member Chapter. The Chairman Emeritus, and all Appointed Positions shall serve as non-voting members of the Board.
Section 2. The Board shall have full power and authority over the affairs of the Federation except where inconsistent with other provisions of this Constitution.
Section 3. Meetings of the Board may be called by the Chairman, any three Officers, or one third of the Board. Written notice of meetings shall be sent to all members of the Board and must be postmarked by first-class mail or dated by e-mail timestamp at least ten (10) days before the date of the meeting and shall include the purpose for which the meeting is called. This ten (10) days notice can be overridden to a shorter time period determined by the Executive Committee with
the consent of two-thirds of the Executive Committee.
Section 4. All physical meetings of the Board shall be held at a location within the Commonwealth of Virginia.
Section 5. The Board shall meet a minimum of once per semester not including the annual convention.
Section 6. A quorum shall consist of a majority of voting Board members or ten (10) voting members, whichever is least.
Section 7. Each member of the board shall only have one vote. In the event an Officer holds two votes, they must proxy his vote as a chapter chairman to a member of their chapter to exercise that vote.
Section 8. A Chapter Chairman may proxy his Board vote to another member of his chapter. All proxies shall be in writing and shall be signed by the maker of the proxy and a witness, and shall be substantially in the following form: LET IT BE KNOWN TO ALL, That I, [NAME] of [CLUB REPRESENTED], do hereby appoint [NAME OF PROXY] my true and lawful attorney, to vote as my proxy at the meeting of the Executive Board of the College Republican Federation of Virginia on the ____ day of [MONTH], [YEAR] and in my name, place, and stead to vote upon any questions that properly may come before such a meeting, with all the power I should possess if personally present, herby revoking all previous proxies. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my signature, this ___ day of [MONTH], [YEAR]. __________________________ WITNESS: _______________________
Section 9. In between meetings, the powers of the Board shall be vested in an Executive Committee consisting of the Officers, the Executive Director, Political Director, and Parliamentarian. However, only the elected officers being shall have a vote except where inconsistent with other provisions of this Constitution.
Section 10. Meetings of the Executive Committee may be called by the Chairman or any three (3) Officers and require five (5) days notice. Meetings of the Executive Committee may be held by telephone or video conference. This five (5) days notice can be overridden to a shorter time period determined by the Executive Committee with the consent of two-thirds of the voting members of the Executive Committee.
Section 11. A quorum for the Executive Committee shall be a majority of its voting members.
Article VIII. Annual Convention
Section 1. An Annual Convention shall be held each year between January 20th and March 31st, for the purpose of election of Officers as well as the consideration of such other business as may properly come before it.
Section 2. The Board shall determine the date and location of the Annual Convention at a Board meeting to occur no later than November 10. At the same meeting, the Chairman shall appoint a Credentials Committee and a Committee on Standing Rules with committee membership subject to the approval of the Executive Board.
Section 3. A call to convention including the date, location and delegate counts of the Annual Convention shall be sent by the Secretary to all members of the Executive Board at least thirty (30) days before the date of the Annual Convention.
Section 4. The Secretary will send out forms for rechartering no later than November 10th.
Section 5. Each chartered club shall be entitled to four (4) delegates minimum. Each chapter with over 30 members shall be entitled to one (1) additional delegate for every ten (10) additional members to a maximum of 20 total delegates.
Section 6. Clubs shall choose the proper number of delegates and a like number of alternates and provide the Credentials Committee with their names, phone numbers, and e-mail addresses no later than fourteen (14) days before the Annual Convention.
Section 7. A majority of votes cast shall be required for election to an Office.
Section 8. Each delegate shall cast his own vote and cannot proxy or entrust his vote to anyone.
Section 9. The immediate past Officers shall turn over all records to their successors at the conclusion of the annual convention.
Article IX. Impeachment and Removal
Section 1. Any Officer who has demonstrated gross party disloyalty, negligence, dereliction of duty, or incompetence in performing his constitutional duties may be removed from office by impeachment proceedings.
Section 2. A resolution for impeachment, specifying the grounds for removal, may be introduced by any voting Board member at any meeting of the Board. Upon a majority vote of members present, excepting the accused, the Board shall set a date for a special meeting no earlier than fifteen (15) days from the approval of the resolution. The accused shall be notified of the special impeachment meeting no later than 24 hours after the board meeting where the resolution was presented. At this time, the accused shall also be presented with the resolution. The Secretary shall send out a notice of the meeting, including the purpose of the meeting, no later than ten (10) days before the meeting. In the meantime, the Officer shall conduct his duties as normal.
Section 3. At the special Board meeting for impeachment, the member sponsoring the resolution shall first present the case against the accused Officer, who shall then present his defense. A two-thirds vote of Board members present, excepting the accused, is necessary to remove the Officer.
Article X. Vacancies
Section 1. Vacancies occurring among the Officers shall be filled by a special election at the next Executive Board meeting after such vacancy occurs.
Section 2. In the event of a State Central vacancy, the next highest ranking officer shall serve as the interim vote until the special election can be held. If there are no officers remaining, the Chairman shall appoint an interim vote from any Federation chapter.
Section 3.Whenever there is a vacancy, the Secretary shall inform each Chapter of the vacancy within five (5) days from when the remaining Officers are made aware of the vacancy. At this time, the call for an Executive Board meeting shall also be sent out.
Section 4. An Executive Board meeting shall be held no later than thirty (30) days from when the remaining Officers are made aware of the vacancy.
Section 5. A removed officer is ineligible to fill any vacant position within the same term.
Article XI. Endorsement
Section 1. The College Republican Federation of Virginia shall not endorse any candidate in a contested nomination process for public office.
Section 2. No Officer shall, in his official capacity, endorse any candidate for the Republican nomination prior to the Party primary or caucus, nor shall any officer, in any official capacity, endorse a candidate for office who is not a Republican nominee or endorsed candidate, except in an election where there is not a Republican candidate for said office. Violation of this section is grounds for removal from office.
Article XII. Parliamentary Authority
The most recent edition of Robert’s Rules of Order, Newly Revised shall govern all proceedings of the Federation, except where inconsistent with this Constitution.
Article XIII. Delegates to College Republican National Convention
Section 1. In odd-numbered years the Chairman, First Vice Chairman, Second Vice Chairman, Secretary, and Treasurer, Executive Director, and Political Director shall serve as delegates to the College Republican National Convention (the “National Convention”).
Section 2. If the number of National Convention delegates allotted to the Federation is less than the number of potential delegates the delegate slots shall be filled in the order of the list in Article V, Section 1 and the remainder shall serve as alternates.
Section 3. Should the number of National Convention delegates allotted to Virginia exceed the number of potential delegates from Article V, Section 1, the Officers shall appoint the remainder of the National Convention delegates and alternates by a minimum vote of three (3) Officers.
Article XIV. Amendment
Any member of the CRFV Board may propose an amendment for consideration at the Annual Convention at a meeting of the Board at least thirty days before the convention. A majority vote of the Board is required to place the amendment before the Annual Convention, which must approve the amendment by a two-thirds vote. Notice of the precise wording of the amendment must be sent out in the call for the Annual Convention. Germaine amendments to the amendments may be considered by the convention.
Article XV. Constitutional Convention
Section 1. A Constitutional Convention for the purposes of revising this Constitution may be called by a two-thirds vote of members present at any meeting of the Board. The Board shall then set a location and date for the convention no earlier than thirty-five (35) days after said meeting. The Secretary shall send notice to all Board members no later than thirty (30) days before the date of the Constitutional Convention.
Section 2. Each Chapter will be entitled to the same number of delegates at the Constitutional Convention that it received at the previous Annual Convention. Delegates shall be members of the clubs they represent. The chair of each club shall submit the list of delegates for their club the morning of the convention.
Section 3. In the event that a majority of Chapters are present at the Constitutional Convention, the changes adopted at that Convention by 2/3 majority shall be ratified.
Section 4. In the event that there is not a majority of Chapters present at the Convention, then the changes adopted by a 2/3 majority shall be submitted to the Executive Board for approval by a 2/3 majority at an Executive Board meeting called within fourteen (14) days.
Article XVI. Validity
This Constitution supersedes and replaces the Constitution of the College Republican Federation of Virginia in effect at the time of its ratification.