Plan of Organization - LCRC

As adopted in February, 2010

This is an electronic reproduction of an official document of the Loudoun County Republican Committee intended for general informational purposes only. Errors and/or omissions may have occurred in the conversion/reproduction process. Please contact the Loudoun County Republican Committee for official documents.

THE GOAL of the Loudoun County Republican Party is civil government that protects the lives, liberty, and property of people and their families, churches, schools, and businesses.

THE PURPOSE of this Plan is to guide the Loudoun County Republican Party, and to achieve maximum participation in Republican affairs on the part of all supporters of Republican candidates and philosophies.

Table of Contents

ARTICLE I Qualifications for Participation in Party Actions

ARTICLE II Definitions

ARTICLE III County Committee

ARTICLE IV County Committee Officers

ARTICLE V County Committee Standing Subcommittees

ARTICLE VI Mass Meetings, Party Canvasses, Conventions, and Primaries

ARTICLE VII Rulings and Appeals

ARTICLE VIII Miscellaneous

ARTICLE IX Amendments

ADOPTED: 7 August 1971.

AMENDED: 15 May 1975, 19 May 1980, 28 July 1980, 27 August 1984, 3 April 1995, 23 February 1998, 25 June 2001, and 9 February 2004, and 26 January 2010.

ARTICLE I

Qualifications for Participation in Party Actions

1. All legal and qualified voters under the laws of the Commonwealth of Virginia, regardless of race, religion, national origin or sex, who are in accord with the principles of the Republican Party, and who, if requested, express in open meeting either orally or in writing as may be required their intent to support all of its nominees for public office in the ensuing election may participate as members of the Republican Party of Virginia in its mass meetings, party canvasses, conventions, or primaries encompassing their respective election districts.

2. Paragraphs 3 and 4 shall be effective commencing on June 15, 2006. Paragraphs 3 and 4 shall cease having any effect at such time as the Election Laws of the Commonwealth of Virginia shall provide for party registration, at which time only those registered as Republicans may be deemed to be in accord with the principles of the Republican Party, unless otherwise stipulated by the appropriate Official Committee.

3. In addition to the foregoing, to be in accord with the principles of the Republican Party, unless otherwise stipulated by the appropriate Official Committee, a person otherwise qualified hereunder shall not have participated in Virginia in the nomination process of a party other than the Republican Party after March 1, 2004, or in the last five years, whichever is more recent.

4. A single exception to Paragraph 3 shall be approved for a voter that renounces affiliation with any other party in writing, and who expresses in writing that he/she is in accord with the principles of the Republican Party and intends, at the time of the writing, to support the nominees of the Republican Party in the future. Any voter that utilizes the foregoing exception, and thereafter participates in the nomination process of a party other than the  Republicanthe Republican Party, shall not have the benefit of the exception identified in Paragraph 3 thereafter.

5. A person who has made application for registration and meets all other requirements of Section A, but whose name does not appear on the local registration books solely because of the books having been closed in connection with a local election, will nevertheless be deemed a legal and qualified voter.

All County Committee Officers, Members, and Proxies; Delegates to the Conventions; and voters in Mass Meetings or Party Canvasses must be members of the Republican Party as defined above and must be legally qualified voters of the respective Election Districts which they represent. Participation in the nomination of any candidate for public office shall not be conditioned on the payment of a registration fee; however, the County Committee may request voluntary payment of a registration fee.

ARTICLE II

Definitions

Thethe following definitions apply wherever used:: 

1. "State Party" means Republican Party of Virginia.

2. "County Committee" means Loudoun County Republican Committee.

3. "National Party" means the Republican National Committee.

4. "State Party Plan" means Plan of Organization of the Republican Party of Virginia.

5. "County Party Plan" means Plan of Organization of the Loudoun County Republican Committee .Committee.

6. "Election District" means the County,  Election, Election District, Precinct, or combinations of such political subdivisions, which comprise the area defined by law in which an election is to be held.

7. Masculine nouns and pronouns shall not be construed to denote gender.

8. "Ex-Officio" means the person holding the office and shall not be construed to mean with or without vote.

9. "Mass Meeting" is defined in Robert's Rules of Order subject to the provisions of the County Party Plan and the State Party Plan.

10. "Party Canvass" is a method of electing Chairman and Members of the County Committee, Delegates to Conventions, or Party Nominees, which shall include prefiling of candidates, then secret balloting by Party members at convenient polling places and hours after proper notice.

11. "Convention" is as defined in Robert's Rules of Order subject to the provisions of the County Party Plan and the State Party Plan.

12. "Primary" is as defined in and subject to the Election Laws of the United States of America, the Commonwealth of Virginia, and Loudoun County.

13. "Voting Strength" means a uniform ratio of the votes cast in a political subdivision for the Republican candidates for Governor and Presidential Elector to the total votes cast in the entire Election District for the Republican candidates for Governor and Presidential Elector in the last preceding Gubernatorial and Presidential elections.

14. A notice is effective when mailed to a member's last known mailing and/or email address. 15. Robert's Rules of Order shall mean the current edition of Robert's Rules of Order, Newly Revised.   

ARTICLE III

County Committee

SECTION A. Membership

1. The Chairman of the County Committee shall be a member ex-officio.

2. Precinct Seats - There shall be one precinct seat for each precinct, plus one precinct seat for each full three hundred (300) votes cast in that precinct for the Republican Presidential Elector in the last preceding presidential election and the Republican nominee for Governor in the last preceding gubernatorial election.

3. There shall be as many at-large seats as do not exceed 30 percent of the precinct members of the Committee, exclusive of the ex-officio members, plus the Chairman.

4. Public Officials - Each State Senator, State Delegate, County Supervisor, and Constitutional Officer, residing in and representing Loudoun County, elected or appointed as a Republican, shall be a member of the County Committee ex-officio, unless said Public Official has declared his intent to oppose the nominated candidate of the County Committee in any upcoming election, and/or declared himself an independent candidate or a member of another political party. A public official, in order to remain an ex-officio member of the County Committee, shall be subject to the requirements of Article I and Article III.A.5 of the Plan of Organization of Loudoun County Republican Committee.  5. To remain eligible for membership on the County Committee, members shall not support any candidate opposing a nominee of the Loudoun County Republican Party or the Republican Party of Virginia or the Republican National Committee. The activities listed below are grounds for removal from the County Committee provided that the member is dismissed according to the process outlined in Article III, Section C, Paragraph 9:

a. Contributing funds of any amount;

b. Displaying or distributing literature;

c. Sponsoring events;

d. Giving speeches on behalf of said person; or

e. Working on another candidate's campaign committee;

f. Permitting another candidate to list the LCRC member as a supporter;

g. Publicly endorsing another candidate;

h. Engaging in any other activity designed to support another candidate; or

i. Participating in another Party's caucus, canvass, convention, or primary.

SECTION B. Election and Term

1. The Precinct and At-Large members of the County Committee shall be elected by the Mass Meeting, Party Canvass, Primary, or Convention called for the purpose of electing delegates to the 10th Congressional District Republican Convention for a term of two (2) years or until their successors are elected, unless sooner removed or resigned.

2. The number of precinct and at large seats shall be calculated once every two (2) years when a new County Committee is elected.

3. County Committee members shall take office upon their election.

4. Vacancies shall be filled by the County Committee. Vacancies shall be filled only after due notice of the meeting for such purpose has been given to all members.

5. Any precinct or at-large member who fails to attend three (3) consecutive meetings of the County Committee (including meetings that adjourn for lack of a quorum) shall be removed from the County Committee, unless said meetings are missed due to the member's attendance of conflicting meetings of Loudoun County or the Commonwealth of Virginia or National Committees or Boards as appointed by a Republican official. 

6. Any precinct member who moves to a new precinct shall, upon notifying the secretary, become a member of the new precinct if there is a vacant seat, otherwise he shall become a member at-large if there is a vacant at-large seat, otherwise he shall remain a member of his old precinct until the next County Committee is elected. Any precinct or at-large member who moves from the County shall be removed from the County Committee.

SECTION C. Duties

1. The County Committee shall represent the Republican Party in Loudoun County, shall provide for the election of delegates to Republican conventions, shall provide for the nomination of  Republicanof Republican candidates for public office, and shall work to elect Republican nominees to public office.

2. Except where state law contravenes, it shall determine whether candidates for local and constitutional public offices shall be nominated by Mass Meeting, Party Canvass, Convention, or Primary and whether County Chairman and County Committee Members shall be elected by Mass Meeting, Party Canvass, Convention, or Primary, and it shall determine prefiling requirements.

3. It shall call all regular Mass Meetings, Party Canvasses, Conventions, or Primaries and such special Mass Meetings, Party Canvasses, Conventions, or Primaries as it deems necessary, and make arrangements therefore, including the time and place and, if a Convention, the basis of representation.

4. It shall cooperate with the State Central Committee, the 10th Congressional District Committee, the Legislative District Committees within its boundaries, and local Republican Campaign Committees in conducting all elections and fund raising activities.

5. In the event that no candidate for public office is nominated by a Mass Meeting, Party Canvass, Convention, or Primary called for such nomination and in the absence of an instruction to the contrary by such Mass Meeting or Convention, it may nominate a candidate by two thirds (2/3) vote of those members present and voting, after due notice of the meeting for such purpose has been given to all members.

6. In the event that a candidate for public office nominated by a Mass Meeting, Party Canvass, Convention, or Primary withdraws or otherwise becomes unable to run, it may nominate a candidate by two thirds (2/3) vote of those members present and voting, after due notice of meeting for such purpose has been given to all members.

7. It may endorse a candidate for public office.

8. It may remove from membership any elected or ex-officio member of the County Committee or subcommittee by the vote of two thirds (2/3) of the other members of the County Committee, after furnishing him with notice that such removal will be sought, with the charges, in writing, signed by not less than one-third (1/3) of the members of the County Committee; and allowing him thirty (30) days within which to appear and defend himself.

9. It shall have sole authority over all expenditures and borrowings of money for which it is responsible. It may approve expenditures specifically or by adoption of a budget.

10. It shall be responsible to meet duly allocated shares of the 10th Congressional District Committee and State Party operating budgets.

11. All County Committee meetings shall be held in a building appropriate for public use and shall be open to the public.

SECTION D. Quorum and Dues

1. A presence of forty percent (40%) of the voting members shall constitute a quorum.

2. Each Precinct and At-Large member of the County Committee shall pay $30.00 per two (2) year term a) by the first County Committee meeting following the Mass Meeting, Party Canvass, Primary, or Convention at which the new County Committee is elected; or b) at the time of his nomination to the County Committee.

SECTION E. Proxies

1. Members may be represented in meetings by proxy, but no one may cast more than one vote nor be present for more than one member at any meeting.

2. The proxy holder must be a Republican resident in accordance with Article Ia.  In addition, any proxy holder for an election district caucus must reside in that district .district.

3. The proxy holder, if he is given the power to substitute, may appoint another to be his proxy; each appointment must be in accord with these rules.

4. No member may be represented by proxy at more than two (2) consecutive meetings or a total of four (4) meetings per fiscal year (April 1 - March 31), unless said additional representations by proxy are necessitated because of the member's attendance at conflicting meetings of Loudoun County or the Commonwealth of Virginia or National Committees or Boards as appointed by a Republican official. 

5. Each proxy shall be in writing and be signed by the maker of the proxy. Proxies shall be substantially in the following form:: 

PROXY FORM

 "KNOW ALL MEN BY THESE PRESENTS, That I, [NAME] of Loudoun County, do herebyconstitute and appoint [NAME OF PROXY] my true and lawful attorney, to vote as my proxy (with full power of substitution)* at a meeting of the Loudoun County Republican Committee on the ________ day of [MONTH], [YEAR], or at any adjourned meeting thereof and for me and in my name, place and stead to vote upon any question that properly may come before such meeting, with all the power I should possess if personally present, hereby revoking all previous proxies. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my seal, this _______ day of [MONTH], [YEAR].______________________________________________.  (*)Inclusion of the power of substitution is discretionary with the member. Its omission shall preclude substitution. No one member may cast more than one vote nor be present for more than one member at any meeting. The proxy holder must be a Loudoun County Republican.

6. Ex-officio members cannot be represented at a County Committee meeting by proxy.

SECTION F. Rules

1. All County Committee meetings shall, to the extent applicable, be governed by and conducted in accordance with, giving precedence as listed to, the following: the State Party Plan; the County Party Plan; and otherwise in accordance with Robert's Rules of Order.

ARTICLE IV

County Committee Officers

SECTION A. County Chairman

1. The Chairman shall be elected from Loudoun County by the Mass Meeting, Party Canvass, Primary, or Convention called for the purpose of electing delegates to the 10th Congressional District Republican Convention, for a term of two (2) years or until his successor is elected, unless sooner removed or resigned.

2. He shall convene the County Committee when the needs of the Party so demand, but in no event less than once during each four (4) month period and he shall preside at the meetings of the County Committee. He shall send written notice of call for a County Committee meeting to all members of the County Committee not less than seven (7) days before such meeting, which notice shall include the agenda for the meeting and the minutes including attendance of the previous meeting.

3. He shall appoint and he may remove subcommittee chairmen and members, except those who sit ex-officio. With the approval of the County Committee he may form a temporary subcommittee.

4. He shall formulate party goals, policies, and programs for adoption by the County Committee.

5. He shall be responsible for the operation of the Loudoun County Republican Headquarters and he may hire a Headquarters Manager if the budget allows.

6. He shall represent Loudoun County on the 10th Congressional District Republican Committee.

7. He shall issue publicize Calls ffor Unit Mass Meetings, Party Canvasses, or Conventions and shall preside until a temporary organization is effected.

8. He shall preside at duly called County Mass Meetings and Conventions until a temporary organization thereof is effected.

9. He shall perform all other duties outlined in the State Party Plan. 

SECTION B. 1st and 2nd Vice-Chairman

1. The 1st Vice-Chairman shall act as Chairman in the absence or disability of the Chairman. The 2nd Vice-Chairman shall act as Chairman in the absence or disability of both the Chairman and the 1st Vice-Chairman.

2. Each shall discharge other duties assigned to him by the Chairman.

SECTION C. Secretary

1. The Secretary shall keep the minutes and records of the County Committee meetings, which records shall be the property of the County Committee.

2. He shall countersign all official documents used by the County Committee.

3. He shall keep a roster of names, addresses and telephone numbers of all County Committee members and officers.

4. He shall call a County Committee meeting upon petition of one-third (1/3) of the membership of the County Committee.

5. He shall serve as the secretary of all County Mass Meetings and Conventions until a temporary organization thereof is effected.

6. He shall discharge other duties assigned to him by the Chairman.

SECTION D. Treasurer

1. The Treasurer shall be the official custodian of the funds and financial records of the County Committee.

2. He shall disburse money only as authorized by the Party Plan. 

3. He shall prepare an annual budget and present it to the County Committee for approval no later than November of the preceding year.

4. He shall prepare regular reports on the status of funds in his care.

5. He may open bank accounts in the name of the Loudoun County Republican Committee, and may make deposits and draw checks upon those accounts; and he may borrow money with the approval of the County Committee.

6. He shall at the end of each fiscal year have an accountant audit the books and financial records and report the results to the County Committee.

7. He shall submit the County Committee’s campaign finance reports to the Virginia State Board of Elections in a timely manner.

SECTION E. Parliamentarian

1. The Parliamentarian shall advise the Chairman and the County Committee members regarding Robert's Rules of Order and the County Party Plan.

SECTION E. Election District Chairmen

1. Each Election District Chairman shall appoint a Precinct Captain for each precinct in his district. Each Precinct Captain must be a resident of his precinct but need not be a member of the County Committee.

2. Each Election District Chairman and his Precinct Captains shall be responsible for organizing Republican volunteers in their respective units.

3. Each Election  DistrictElection District Chairman shall call a District Committee meeting at least once each year. A majority shall constitute a quorum.

4. Each Election District Chairman shall be elected by a caucus of the County Committee members from his district, and in all other respects according to the general rules for electing officers.

SECTION F. Subcommittee Chairman

1. Each subcommittee chairman, as outlined in the County Party Plan, is deemed an officer of the County Committee.

2. Any ad-hoc or temporary subcommittee chairman formed by the County Committee Chairman shall not be deemed an officer of the County Committee.

SECTION G. Officers in General

1. Except for the County Chairman and subcommittee officers appointed by the Chairman, all officers shall be elected at the first County Committee meeting following the biannual election of the Chairman.

2. Except for the Chairman and subcommittee officers appointed by the Chairman, each officer shall be elected from the membership of the County Committee and shall hold office only so long as he remains a member of the County Committee. Each and every officer shall hold office for the balance of the Chairman's two (2) year term, unless sooner removed or resigned.

3. An officer shall take office upon his election or upon approval by the County Committee of his appointment.

4. Vacancies shall be filled by the County Committee, and only after due notice of the meeting for such purpose has been given to all members.

ARTICLE V

County Committee Standing Subcommittees

SECTION A. Executive Committee

1. There shall be an Executive Committee consisting of all County Committee officers and a representative of each Loudoun County Organization, which is recognized under the State Party Plan.

2. The Executive Committee shall act for the County Committee when the latter is not in session and shall be subject to the direction of the County Committee. Meetings of the Executive Committee shall be called and chaired by the County Chairman. A majority of the members shall constitute a quorum.

SECTION B. District Committees

1. There shall be a District Committee for each Election District consisting of the District Chairman and all the County Committee members and Precinct Captains residing in that district.

2. Each shall achieve the goals of the County Committee in its district.

SECTION C. Precinct Operations Committee

1. There shall be a Precinct Operations Committee consisting of the Precinct Operations Chairman and all Election  DistrictElection District Chairmen.

2. It shall ensure that the District Chairmen are fully equipped to lead grass roots political volunteers.

SECTION D. Candidate Search and Support Committee

1. There shall be a Candidate Search and Support Committee consisting of the Candidate Search and Support Committee Chairman and members appointed by the County Chairman.

2. The Committee shall recruit, interview, counsel, and support Republicans to run for public office.

SECTION E. Issues Committee

1. There shall be an Issues Committee consisting of the Issues Committee Chairman and members appointed by the County Chairman.

2. It shall ensure that the County Committee members understand local, state, and national political issues.

3. It shall formulate and review resolutions for approval of the County Committee.

a. All resolutions must be received by the Issues Committee at least seven (7) days prior to the LCRC Meeting for consideration. Resolutions received after that date will not be considered by the Issues Committee for the upcoming meeting. Time permitting,permitting; resolutions will be included in the Call for a Meeting.

b. Any resolution brought to the floor without having been reviewed by the Issues Committee will be referred to the Issues Committee unless two-thirds of the LCRC members present wish the resolution acted upon at that meeting. This shall be determined by a vote of the full committee. The presenter of the resolution will be required to provide sufficient copies for the membership in order to have their resolution acted upon.

c. The Issues Committee may conduct email meetings to review draft resolutions. If a resolution requires debate, extensive discussion or revisions, the Issues Committee Chairman, and/or a majority of Issues Committee members, may ask for a committee meeting to be scheduled. The author of the draft resolution shall be invited to attend the meeting to discuss the resolution with the Issues Committee.

SECTION F. Finance Committee

1. There shall be a Finance Committee consisting of the Finance Committee Chairman and one person from each election district.

2. The Finance Committee shall raise money for the County Committee.

SECTION G. Special Events Committee

1. There shall be a Special Events Committee consisting of the Special Events Chairman and members appointed by the County Chairman.

2. The Special Events Committee shall plan special events to promote the Republican Party

SECTION H. Membership Committee

1. There shall be a Membership Committee consisting of the Membership Chairman and members appointed by the County Chairman. 

2. The Membership Committee shall track and maintain the precinct and at-large seat assignments, and to monitor attendance to notify both the Secretary and Election District Chairs of members in jeopardy of being dropped.

SECTION I.  Communications Committee

1. There shall be a Communications Committee consisting of the Communications Chairmanommittee and members appointed by the County Chairman. 

2. The Communications Committee shall maintain the county committee website, press releases, the monthly Call, and other email communications as needed.

SECTION J. Subcommittees in General

1. With the approval of the County Committee, the County Chairman may form a temporary or ad hoc subcommittee.

2. The County Chairman shall appoint and remove subcommittee chairman and members.

3. The County Chairman may dissolve a temporary subcommittee.

ARTICLE VI

Mass Meetings, Party Canvasses, Conventions, Primaries  Article VIII of the State Party Plan is incorporated herein by reference.

ARTICLE VII

Rulings and Appeals

ARTICLE X of the State Party Plan is incorporated herein by reference.

ARTICLE VIII

Miscellaneous

SECTION A. Interpretation

Where any conflict or inconsistency between the County Party Plan and the State Party Plan occurs, the State Party Plan controls.

SECTION B. Changes in District and Precinct Boundaries

For changes in district and precinct boundaries see the State Party Plan.

SECTION C. Contributions to Candidates

During an election cycle no candidate shall receive a direct or in-kind contribution from the County Committee prior to receiving the nomination or endorsement of the National Party, State Party, or County Committee.

ARTICLE IX

Amendments

The County Party Plan may be amended by any County Mass Meeting, Party Canvass or Convention by majority vote; or by the County Committee present and voting, but not less than a majority of the total membership of the County Committee, after notice of the meeting for such purpose has been sent to all members. Notice of such a meeting, along with a draft of the amended County Party Plan, shall be sent to the members at least thirty (30) days in advance of the meeting.