In order to prevent the municipal committee from becoming inactive, it is best if the committee establishes a basic agreed upon set of bylaws under which to operate.
Here are sample bylaws the municipal committee may choose to pass, inserting the name of the municipality. Some municipalities may choose to have co-chairs or other additional officers. The following is just a sample template for caucuses to consider. If the caucus is unable to pass bylaws, the caucus may choose to table it until the next meeting.
By-Laws of the <Municipality> Green Independent Committee
Adopted <Month> <Day>, <Year>
Article 1. Name
The name shall be, “<Municipality> Committee of the Maine Green Independent Party” (herein called “the committee”).
Article 2. Purpose
The purpose of the committee is:
- To elect Green candidates to public office and to expand the Green electorate in <Municipality>.
- To promote the 10 key values and principles of the Maine Green Independent Party in <Municipality>.
Article 3. Membership
All members of the committee, including executive committee members, must be residents of <Municipality>, Maine (herein called “the municipality”) and be members of the Maine Green Independent Party (herein called “MGIP” or “the party”) as defined by MGIP bylaws.
There shall be no limit on the number of members on the committee. New members may be added to the committee by consensus or majority vote of the committee itself at any meeting convened with proper notice as defined under these bylaws.
Article 4. Executive Officers
The executive committee shall consist of a Chair and a Secretary. The committee may elect a Treasurer if the need to manage funds arises. Members of the executive committee shall be members of the committee.
- Chair: The Chair shall act as the general executive officer of the committee and shall preside at and moderate all meetings. They shall be an ex-officio member of all subcommittees.
- Secretary: The Secretary shall be the recording officer of the committee and shall keep a complete and accurate record of the committee meetings. They shall provide copies of this record to the Chair. The Secretary shall also
maintain a record of the committee membership, including changes made by new appointments, resignation, or removal. The list of members shall be communicated by the secretary to the MGIP.
- Treasurer: The Treasurer shall keep an account of all receipts and expenditures, and shall deposit all money in the name of the committee in a recognized bank or trust company. They shall render to the Chair and the committee a full report of all transactions as Treasurer of the financial condition of the committee at such time as requested by the Chair.
In the case of a vacancy in the office of Treasurer, the Chair and Secretary may in joint assume the responsibilities of the Treasurer until one is elected.
The committee may designate authority to the Chair to act on behalf of the committee. The specific authority granted must be recorded as an addendum to these by-laws titled “Chair Authority.” All decisions by the Chair shall be reported to the committee.
Article 5. Tenure
Executive officers (Chair, Secretary, Treasurer) and members shall serve for a two-year term ending at the date of the next biennial municipal caucus. Election of executive officers shall occur at the biennial municipal caucus. In the case of resignation or removal, an executive officer may be elected to serve the remainder of the vacated term by consensus or majority vote of the committee at a meeting convened with proper notice as defined by these bylaws.
Article 6. Non-executive Officers
The committee may appoint non-executive officers with specific duties to help achieve the committee’s goals and fulfill the committee’s duties. The committee shall maintain job descriptions and duties of its non-executive officers in an addendum to these by-laws titled, “Non-executive Officers.” Non-executive officers are not members of the executive committee.
Article 7. Subcommittees
The committee shall oversee the establishment and dissolution of subcommittees to help execute the goals and duties of the committee. The committee shall define the purpose of each subcommittee. The committee may also designate authority to its subcommittees to act on behalf of the committee. All subcommittees, including their purpose, membership and the authority granted to them, shall be recorded as an addendum to these by-laws titled, “Subcommittees.” The committee holds ultimate decision-making authority over all subcommittees.
Article 8. Resignation
Any committee member may resign at any time by giving written notice to the Chair. Resignations of executive officers shall be considered final upon a vote by the committee to accept the resignation or appoint a replacement for the position, whichever comes first.
Article 9. Removal
A member of the committee (including executive officers) may be removed at a meeting called expressly for that purpose. Notice must be given to all members of the committee at least seven (7) days prior to the meeting. Removal shall require the approval of two-thirds (2/3) of the committee members present and voting.
Article 10. Meetings
The committee shall meet at its discretion, but at a minimum of four times annually, and shall provide notice to all members of its meetings.
Meetings of the committee may be called at any time by the Chair, and shall be called by the Chair upon the written request of two-thirds (2/3) of the active committee members. If the Chair fails to call a meeting within ten (10) days of receipt of such request, then a meeting may be called by written notice of any two-thirds (2/3) of active committee members. Except in an emergency, committee members shall be given five (5) days notice and a written agenda prior to the holding of the meeting whenever possible. Notice of the date, time, and location of the meeting may be given by mail, email, personal, or telephone contact.
For the purpose of calculating two-thirds (2/3) active committee members, any member who has not attended the last three meetings shall not be considered active.
In the case of a meeting called for the replacement or removal of the Chair, the meeting shall be called by and presided over by the Secretary.
Committee meetings shall be open to enrolled members of the party who reside in the municipality. The committee may also invite individuals to attend meetings by consensus or majority vote.
Article 11. Quorum
In the case that there are three or more active members, no less than three (3) members present shall constitute a quorum for transaction of business. In the case that there are fewer than three active members, no less than two (2) members present shall constitute a quorum for transaction of business. A majority vote shall be construed as a simple majority of the quorum. A two-thirds (2/3) vote shall be construed as two-thirds of the quorum rounded to the nearest integer.
Article 12. Process
The committee may adopt rules and procedures to facilitate meetings and decision making and may change its process at any time in accordance with the process in place at that time. All rules and procedures established by the committee must be recorded as an addendum to these by-laws titled “Committee Rules.”
Article 13. Contraction and Payment of Bills
No bills shall be contracted by any officer or member of this committee unless authorized by a vote of the said committee either general or specific. All bills shall be itemized or accompanied by a statement that will reasonably show exactly what they are designed to cover.
Article 14. Amendments
These bylaws, once adopted, may be altered or amended only by a two-thirds (2/3) vote of the members present and voting at a committee meeting called for that specific purpose with seven (7) days notice, which shall include the exact wording of the proposed amendment.