Forms & Bylaws

ARTICLE I 
Executive Committee 

Section 1 – Name & Purpose 

The name of this Organization shall be the Smith County Republican Executive Committee  (hereinafter referred to as the “Executive Committee”). 

The purpose of the Executive Committee is to develop and sustain a strong countywide  organization that supports and assists with the election of Republican candidates to public offices  and to communicate with and educate Republican voters on grassroots advocacy that implements  the principles, legislative priorities and platform of the Republican Party of Texas. 

Section 2 – Membership 

Membership of this Committee shall be composed of the Republican County Chair and the  Republican Precinct Chairs of Smith County as provided by the Election Code of the State of  Texas [TEX. ELEC. CODE 171.022]. 

Section 3 – Eligibility 

To be eligible to be a candidate for or to serve as Precinct Chair or County Chair, a person must  be a qualified voter residing within the bounds of the entity represented, and that person must have  voted in the most recent prior Republican primary or take an oath of affiliation to the Republican  Party [TEX. ELEC. CODE 161.005; 171.023]. 

Section 4 – Term 

Each Executive Committee member serves for a term of up to two (2) years, beginning on the date  of election or appointment and ending on the twentieth (20th) day after the next cycle primary  runoff election day [TEX. ELEC. CODE 171.022(c)]. 

Section 5 – Vacancies 

A vacancy in the office of County Chair shall be filled according to the provisions of Article III,  Section 4 below. Any vacancy in the office of Precinct Chair shall be filled by appointment of the Executive Committee. The person selected to fill the vacancy must receive a majority vote of those  Committee members voting as set out below [TEX. ELEC. CODE 171.024] and must be eligible  to serve as a Republican Precinct Chair. 

33. Precinct Chair – One third (33.33%) of the total membership, excluding vacant chairs,  of the Executive Committee must participate in the election to fill a vacancy in the  office of Precinct Chair [TEX. ELEC. CODE 171.024(c) and RPT Rule 9.a]. 
34. All other positions (excluding Chair). If there is only one candidate to fill a vacancy  and that person was elected as a Precinct Chair in the most recent primary election in  Smith County and is eligible to serve in the office, only twenty-five percent (25%) of  the total membership of the Executive Committee must participate in the election to fill  the vacancy. [TEX. ELEC. CODE 171.024(c) and RPT Rule 9.a]. 

ARTICLE II 
Meetings Of the Executive Committee  

Section 1 -– Quarterly Scheduled Meetings 

The Executive Committee shall not fail to meet as required by the Texas Election Code and shall  have at least one regular meeting each quarter. Quarterly meetings shall convene at the time and  place provided by the Chair to conduct such business as may properly arise, and at any time as  necessary for the Executive Committee to fulfill all responsibilitiesrequired by the Election Code. 

Written notice of the time and place for quarterly scheduled meetings shall be communicated to  the members of the Executive Committee at least 14 days prior to the date of the meeting by email  and, optionally, text, mail, or other efficient means. 

Section 2 – Special Meetings 

Special meetings of the Executive Committee may be called at any time by 1) A written call issued by the County Chair; or 

2) A written petition signed by twenty percent (20%) of the total membership (not including  vacancies) of the Executive Committee. 

Any call for meetings must be delivered to the Chair, the Executive Committee, or to the Secretary  at least fourteen (14) days before the meeting date specified in the call. The purpose and Agenda  for the meeting must be stated in the call for any special meeting. 

At least ten (10) days prior to the date of the meeting, written notice of the call containing the  information required by these bylaws shall be mailed or emailed to each member of the Executive  Committee by or under the authority of the Secretary as directed by either the County Chair or the  Executive Committee.

Section 3 – Committee Report Submission 

All Committee reports shall be submitted at an Executive Committee meeting.

Section 4 – Quorum 

A quorum for all meetings required by the Texas Election Code shall be those members present  [RPT Rule 9.b]. A quorum for the conduct of any other business except filling vacancies shall be  twenty-five percent (25%) of the total membership of the Executive Committee, unless otherwise  noted within these bylaws. [TEX. ELEC. CODE 171.024] 

Section 5 – Attendance at Meetings 

At all meetings of the Executive Committee, all elected officials of the Republican Party of Texas,  incumbent Republican statewide, District, and County office holders, the County Vice Chair,  Legal Counsel, Secretary, and Treasurer, together with other persons as may be designated by the  County Chair, shall have the privileges of the floor. However, these privileges will be without  voting rights unless such persons are existing Executive Committee members. 

Recognizing the substantial contribution to Party development by Republican auxiliaries, the  Executive Committee also extends ex-officio membership to a representative from each auxiliary,  to be selected by each respective group. This ex-officio membership grants the privilege of  attending all Executive Committee meetings and reporting on activities of the auxiliaries but does  not extend the right to make motions or vote, unless otherwise entitled by virtue of Executive  Committee membership. 

Notwithstanding the provisions stated in the above two paragraphs, upon a vote of a majority of  Executive Committee members present, any meeting can be closed to those not members of the  Executive Committee. 

Section 6. Discussion and Debate 

Discussion or debate on any resolution or other matter of business brought before the Executive  Committee shall be limited to a total of three (3) speakers “For” and three (3) speakers “Against”.  (There does not need to be an equal number of “For” and “Against” speakers.) Each speaker shall  be entitled to speak not more than three (3) minutes on a main motion and two (2) minutes on all  other motions, provided, however, that the limitations contained in this section may be suspended  by a majority vote of those members present and voting. 

Proposed resolutions must be emailed to the County Chair and Secretary, who will then forward  to all members of the Executive Committee at least seven (7) days prior to the Executive  Committee meeting.” All approved resolutions shall be distributed to named recipients within  seven (7) days following passage. 

Section 7. Voting 

In balloting on any motion or election, the counting of votes shall be on an individual basis. Each  member of the Executive Committee present, including the County Chair, shall have the right to  cast his or her individual vote. A roll call vote shall be taken on demand of ten (10) such members.  A secret ballot shall be taken upon a demand of ten (10) such members.

ARTICLE III 
Officers And Duties 

Section 1 – Officers 

County Chair 

The County Chair shall be elected in accordance with the provisions of the Election Code of the  State of Texas, shall be the Chair of the Executive Committee as well as the Chief Executive  Officer of the Republican Party of Smith County. The Chair shall preside at all meetings of the  Executive Committee and coordinate the political activities of the Party, including appointing the  Treasurer, Vice Chair, and all committee chairs, with the approval of the Executive Committee. 

The County Chair shall be a member of all committees, shall represent the Executive Committee  in its official capacity, shall employ such persons and make such appointments as deemed  appropriate and shall have such usual powers of supervision and management as may pertain to  the office of County Chair. The bylawsshall not deprive the County Chair of the statutory authority  and duties outlined in the Texas Election Code, or conflict with the Texas Election Code in any  way. 

Vice Chair 

The Vice Chair shall be appointed by the County Chair, subject to the consent of the majority of  the Executive Committee members present and voting. 

The Vice Chair shall preside over the Executive Committee in the absence of the Chair, and shall  assist the Chair, as requested, in performance of the office. In the event of the Chair’s absence or  inability to serve, the Vice Chair shall serve as acting Chair until the Chair resumes their duties or  until a new Chair is elected. In the absence of the Vice Chair, the Secretary shall preside over  Executive Committee meetings. 

Secretary 

The Secretary shall be elected after a nomination from the floor followed by a vote of the majority  of the Executive Committee members present and voting. 

The Secretary shall carry out the usual duties of that office, keeping an up-to-date roll of the  Executive Committee members and maintaining a permanent file containing the minutes of all  Executive Committee meetings. In the event of a vacancy in the office of County Chair, the  Secretary shall call a meeting of the Executive Committee for the purpose of electing a new Chair,  as outlined in the Texas Election Code [TEX. ELEC. CODE 171.025 (a)]. 

The Secretary is authorized to receive and preserve applications for a place on the primary ballot,  as provided in the Texas Election Code [TEX. ELEC. CODE 171.022 (a)(2)]. The Secretary shall  preside over Executive Committee meetings in the absence of the Chair and Vice Chair. The  Secretary also maintains Executive Committee attendance records.

Treasurer 

The Treasurer shall be appointed by the County Chair, subject to the consent of the majority of the  Executive Committee members present and voting. 

The Treasurer shall be the custodian of all funds belonging to the Executive Committee. The  Treasurer shall submit a record of receipts and disbursements to the Executive Committee at every  Scheduled Meeting or at least quarterly. The Treasurer shall be responsible for filing with the  appropriate authorities all statements and reports required by the Texas Election Code. 

The Treasurer’s report shall be supplied to the County Chair and the Finance Committee Chair,  prior to each Executive Committee meeting, and shall contain the following components where  applicable. 

The Treasurer will maintain the following records: 

• bank statements 
• previous Treasurer reports 
• donor lists and lists of persons who have bought tickets to fundraisers, if available • a record of all receipts and disbursements from all sources 
• fundraising budgets, and Executive Committee budget. 

The County Chair, Treasurer, the Finance Committee Chair, and one additional Executive  Committee member, who is selected by the Executive Committee, shall have signature access to  the Executive Committee checking account. Two signatures are required on all checks. 

Legal Counsel 

The Legal Counsel shall be appointed by the County Chair, subject to the consent of the majority  of the Executive Committee members present and voting. The Legal Counsel must be licensed as  an attorney in the State of Texas, in good standing. 

Section 2. Officer Terms 

The term of office for all officers expires concurrently with that of the Executive Committee.

Section 3. Removal of Officers 

The Vice Chair, Secretary, Treasurer, Sergeant of Arms, Legal Counsel, or Parliamentarian may  be removed by a two-thirds (⅔) vote of the Executive Committee members present with at least  50% of the members voting. 

Section 4. Filling Officer Vacancies 

County Chair: A vacancy in the office of County Chair shall be filled in accordance with the  provisions of the Texas Election Code [TEX. ELEC. CODE 171.025]. A majority of the total membership of the Executive Committee must participate in the election to fill a vacancy in  the office of county chair [TEX. ELEC. CODE 171.024(b)].

Other Offices: A vacancy in the office of Vice Chair, Secretary, Treasurer, Legal Counsel,  Parliamentarian, or Sergeant at Arms shall be filled by appointment by the County Chair, with the  approval of the Executive Committee in accordance with the procedures in Article I, Section 5 of  these bylaws at the next called Executive Committee meeting. 

Section 5. Other Positions 

The County Chair shall appoint a Parliamentarian and a Sergeant at Arms, subject to the consent  of the majority of the Executive Committee members present and voting. 

ARTICLE IV 
Committees Of the Republican Party of Smith County  

Section 1 – Appointment of Committees 

The County Chair shall appoint the chair and members of each of the committees specified below,  as well as those of any temporary or ad hoc committees, subject to the consent of the majority of Executive Committee members present and voting. 

Except as specified below, it is preferred but not required that all committee members be members  of the Executive Committee. All committee chairs must be members of the Executive Committee. Any committee members from outside of the Executive Committee shall be entitled to participate  fully in the committee, with the exception of voting privileges 

All committees shall contain a minimum of three (3) members with five (5) as the preferred number.

Section 2 – Vacancy Committee 

The purpose of the committee is to interview and recommend individuals to fill Precinct Chair vacancies. The Vacancy Committee shall meet with candidates and report recommendations to the Executive Committee for a vote. Each candidate shall be voted on individually by the Executive  Committee. 

Section 3 – Resolutions Committee 

Convention Duties 

The primary purpose of the Resolutions Committee is to review resolutions submitted for consideration at the County Convention by the various precincts, with a view to eliminating  redundancy and facilitating the efficient conduct of the convention’s business. 

Section 4 – Rules Committee 

The purpose of the Rules Committee is to consider supplemental rules that are not in conflict with  the most recent Texas Election Code, Republican Party of Texas Rules, or changes to these  Bylaws. 

Section 5 – Finance Committee 

The Finance Committee shall consist of five (5) members of the Executive Committee. The Treasurer shall be a member of the Finance Committee unless the Treasurer is not a member of  the Executive Committee, in which case the Treasurer shall serve as an ex officio member of the  Finance Committee. 

The chair of the Finance Committee and the Treasurer shall not be the same person. 

The Finance Committee shall be responsible for the oversight of 1) all financial records; 2) all  fundraising activities; and 3) the budget of the Smith County Republican Party. 

Unless approved by the Finance Committee in a previously submitted budget, all expenditures in  excess of $600 shall require approval by a majority of the Finance Committee. All other spending,  and any lending or borrowing, shall require final approval by the Executive Committee. 

Section 6 – Headquarters Committee 

The purpose of the Headquarters Committee is to develop and maintain a list and schedule of  volunteers to support the day-to-day operations of the Smith County Republican Party  headquarters. 

Section 7 – Candidates Committee 

The Candidates Committee shall encourage and recruit qualified citizens who seek public office  as Republicans. This Committee shall screen and interview citizens who plan to be candidates for  a District, County or Precinct office on the Republican Party ticket. 

The Candidates Committee shall also provide research pertaining to all candidates in non-partisan  elections in Smith County. 

Section 8 – Other Standing Committees 

The Chair or the Executive Committee may establish and appoint such standing committees as it  deems necessary, subject to the provisions of Section 1 above. 

Section 9 – Special or Ad Hoc Committees 

The Chair, with the consent of the Executive Committee, may establish and appoint such special  or ad hoc committees as it deems necessary to assist in carrying out such duties not specifically  assigned to a standing committee, subject to the provisions of Section 1 above. 

ARTICLE V 
Parliamentary Authority 

The rules contained in the most recent edition of Robert’s Rules of Order shall govern the  Executive Committee in all cases in which they are not inconsistent with these Bylaws, any special  rulesthe Executive Committee may adopt, the rules of the Republican Party of Texas, or applicable law. 

ARTICLE VI
Contracts 

Section 1 – Approval 

Any contract shall need the review and approval of the Finance Committee before consideration  and approval by the Executive Committee. 

Section 2 – Signatory Authority. 

Contracts can only be signed by the County Chair, and/or Vice Chair, and/or Treasurer after  approval by the Executive Committee. 

Section 3 – Duration 

A quorum of the Executive Committee at a regular meeting must approve all contracts that will  last beyond the term of the binding officer representing the Executive Committee. 

ARTICLE VII 
Amendment of Bylaws 

These Bylaws may be amended by two-thirds (2/3) vote of the Executive Committee present and  voting, provided a quorum is present. Notification of the proposed amendments must be given by  surface or electronic mail and shall include the text of the intended amendments to each member  of the Executive Committee at least ten (10) days in advance of a regular meeting or a special  meeting called for that purpose. 

Article VIII  
Severability 

In the event that any provision of these Bylaws violates or is inconsistent with the Texas Election.  Code or Republican Party of Texas Rules, that provision shall be deemed to be of no effect and  the remaining provision of these Bylaws shall not be affected thereby. 

Bylaws are to be reviewed and amended no less than every four years. 

Adopted June 24, 2024 

Revised September 20, 2023, Adopted November 20, 2023 

Revised December 11, 2018 

Revised September 2006 County Chairman Revised December 7,1997 

Adopted August 6, 1985