Article I: General Provisions
1. Official Organization
The Hudson City Democratic Committee (hereinafter “City Committee”) is the official
organization of the Democratic Party in the City of Hudson (the “City”) pursuant to Article 2 of
the New York State Election Law (“Election Law”). Except as limited by law or by these rules,
the affairs of the Democratic Party in the City of Hudson shall be vested in the City Committee.
2. Mission of City Committee
The mission of the City Committee, for which these rules are drawn, is to promote and establish
Democratic principles and programs in Hudson, Columbia County, the State of New York, and
the United States, and to provide the best possible government for the people of the City,
County, the State of New York, and the United States.
3. Purpose of Rules
In furtherance of the City Committee’s mission, the purpose of these rules is to inspire and
encourage leadership of the Democratic Party in Hudson; to recruit the greatest number of
Democrats to participate in the affairs of the Democratic Party in Hudson; to ensure the
continuing success of the Democratic Party in Hudson, Columbia County, New York State and
the United States; and to provide an orderly and democratic way to carry on the business of the
party.
4. Nondiscrimination
The City Committee shall not discriminate on the basis of age, gender, color, creed, disability,
ethnicity, national origin, race, religion, sexual orientation, or gender identity or expression.
AArticle II: The Hudson City Democratic Committee
1. Membership
a. The City Committee shall be constituted by the election in each election district of the City of
two members, each of whom shall be an enrolled member of the Democratic Party residing in the
New York state assembly district in which the City of Hudson is located, preferably but not
limited to those residing within the election district he or she would represent. Committee
members shall be elected biennially for terms of two years at the primary election in oddnumbered
years, each such term beginning at the commencement of the biennial organization
meeting immediately following said primary election and ending immediately before the next
biennial organization meeting, unless sooner terminated pursuant to these rules.
b. The officers of the City Committee shall have the duties set forth below and shall be subject to
the same Democratic Party enrollment and residency requirements as the members of the City
Committee, but if not themselves members of the City Committee, shall not have a vote on the
City Committee.
c. Membership on the City Committee also conveys membership to the Columbia County
Democratic Committee (hereinafter “County Committee”).
d. The Secretary shall give all new City Committee members an orientation package promptly
after their election, which shall include, but not be limited to, a copy of these rules.
2. Responsibilities of Members
The responsibilities of a member of the City Committee include but are not limited to the
following:
- Attend City Committee meetings;
- Attend County Committee meetings;
- Serve on at least one standing committee of the County Committee;
- Carry designating petitions and campaign for candidates in general elections;
- Help organize Democrats in one’s election district—including registering voters, finding
and training volunteers, raising funds, recruiting candidates, and supporting those
candidates’ campaigns for office; - Serve as a liaison between the City Committee and the County Committee;
- Make an annual financial contribution (of any amount they are able) to the City
Committee and to the County Committee. - For standing members elected or appointed between September 2015 and January
2016, annual financial contribution should be made by February 1, 2016. - Taking effect October 1, 2016: All members shall make an annual financial
contribution by October 1.
3. Regular Meetings
By January 1 of each year, the City Committee shall determine and distribute to each City
Committee member the dates and times of the regular City Committee meetings for that year.
These regular meetings shall be held at least six times per year, beginning each year with an
annual operating meeting in January (see Article II, Section 8) and including in odd-numbered
years a biennial organizational meeting within twenty days after the party primary election (see
Article II, Section 7). Any change in the date or time of a regular meeting must be communicated
to each City Committee member sent at least one week prior to the new date of the meeting.
4. Special Meetings
a. The Chair may call special meetings of the City Committee. Timely notice of such meetings
should be provided.
b. The Chair may from time to time call urgent special meetings of the City Committee. While
timely notice for such meetings is sometimes impossible, notice of urgent special meetings must be
made to every member of the City Committee by email and no business may be transacted at
an urgent special meeting, unless a quorum is present (see Article II, Section 5).
c. Special meetings may be called by City Committee members (with or without the approval of
the Chair) when at least three members sign a petition calling for such a meeting. In such cases,
the Secretary shall call the meeting for the time and place designated in the petition. The
members of the City Committee who are present at such meeting shall select a chair to preside at
the special meeting. The date, location and agenda of any special meeting called in this manner
must be communicated first to the Secretary and then by the Secretary to each City Committee
member at least two weeks prior to the meeting.
5. Quorum
The quorum for the transaction of business at any meeting of the City Committee shall be the
presence of one-third of the sitting members of the City Committee. No business of the City
Committee shall be transacted in the absence of a quorum.
6. Manner of Acting
Unless otherwise specified herein, the City Committee shall act according to the majority vote of
those members present at any official meeting, provided that a quorum be present. There is no
provision for proxy voting. Only members in attendance at a meeting may vote.
7. Biennial Organizational Meeting
Within twenty days of the party primary election in which its members are elected, the City
Committee shall hold a biennial organizational meeting at which it shall, before conducting any
other substantive business, elect a temporary chair to preside over the meeting until the election
of the new Chair of the City Committee, after which the new Chair shall preside. It shall also
elect a temporary secretary to record the minutes of the meeting until the election of a new
Secretary, after which the new Secretary shall record the minutes. The City Committee shall
then fill any vacancies on the City Committee (see Article II, Section 9,b), after which the City
Committee shall elect its four new officers (see Article III). Each nominated and seconded
candidate for office shall be given an equal period of time, of no less than three minutes, to make
a statement, followed by a question and answer period of no less than five minutes, provided that
there are sufficient questions. The temporary Chair shall be the primary teller of all votes. Within
three days after each biennial organizational meeting, the Secretary shall file with both the state
and county boards of elections a certificate stating the names and mailing addresses of the new
officers.
8. Annual Operating Meeting
Every January, the City Committee shall hold an annual operating meeting at which it shall:
a. Consider and take action on the long-term strategic plan presented by the Chair (see Article
III, Section 2);
b. Receive a written accounting prepared by the Treasurer of the City Committee of the
Committee’s income and expenses for the past calendar year.
9. Vacancies
Resignations
a. The resignation of any member or an officer will be accepted by the Chair of the City
Committee (and promptly communicated to the County Committee, only if it is unconditional
and in writing, including by email). Any resignation will be deemed effective upon receipt by the
Chair, unless a later date is specified in the resignation, not to exceed thirty days from the date of
its communication. Resignation or declination of a member elected at the primary election
cannot be accepted until after election of the officers at the biennial organizational meeting
immediately following that primary election.
Filling of Vacancies – Elected Members
b. City Committee vacancies for elected seats shall be filled by a majority vote of City
Committee members. Vacancies in any district seat on the City Committee may be filled by any
enrolled member of the Democratic Party residing within the City of Hudson. Members
appointed to fill vacancies shall serve for the remainder of the replaced member’s term.
Filling of Vacancies – Officers
c. With regard to officers other than Chair, the City Committee shall elect new officers at its next
meeting to fill such vacancies until the next biennial organizational meeting; it shall also at that
meeting fill any vacancies created by the elevation of existing officers. With regard to the office
of Chair, the Vice Chair shall serve as Acting Chair until the next meeting of the City
Committee, to be held within thirty days of the office of Chair becoming vacant. At that meeting,
the City Committee shall elect a new Chair to serve until the next biennial organizational
meeting; it shall also at that meeting fill any vacancies created by the elevation of existing
officers.
Vacancies caused by Redistricting
d. In the event that the boundaries of election districts change or a new district is created within
an existing district, the City Committee members from those districts shall by majority vote,
determine which members shall represent which new or reconfigured districts and/or which
districts shall have vacancies filled by City Committee appointments as described above.
10. Removal from Office
Disloyalty or Corruption
a. Pursuant to Section 2-116 of the Election Law, a City Committee member may be removed
from office for disloyalty to the party or for corruption in office. The Chair (or any group of at
least three City Committee members) may originate notice to remove the member from office.
The notice of intent to remove the member must be given at least two weeks prior to a hearing on
the matter. This hearing shall be held by the full City Committee or by a subcommittee thereof
appointed for such purpose, which shall report its findings to the full City Committee. Removal
requires a two-thirds vote of the City Committee.
Repeated Absence
b. If a Committee Member fails to attend three consecutive scheduled meetings, the Chair (or
any group of at least three City Committee members) may originate notice to remove the
member from office. The notice of intent to remove the member must be given at least two
weeks prior to the meeting at which such a vote will take place. Removal requires a two-thirds
vote of the City Committee.
No Confidence – Officers
c. Officers sit at the pleasure of the full City Committee. Officers may be removed for any
reason, by a majority vote of the City Committee, with members who abstain or are absent being
counted as a vote against such removal. The Chair (or any group of at least three City
Committee members) may originate notice to remove the Officer from office. The notice of
intent to remove the officer must be given at least two weeks prior to the meeting at which such a
vote will take place.
Article III: City Committee Officers and Executive Committee
1. Enumeration, Means of Election, and Term of Office
The City Committee shall have a minimum of three officers and a maximum of five officers. If
three officers are elected, the officers shall be a Chair, Secretary, and Treasurer; if four officers
are elected, the fourth office shall be the Vice Chair; and if a fifth officer is elected, the fifth
office shall be the Second Vice Chair. Each shall be elected by the Committee at its biennial
organizational meeting for a two-year term. All officers shall be enrolled members of the
Democratic Party, and subject to the same residency requirements as City Committee members.
Each officer shall serve until the election of his or her successor, unless removed from office (see
Article II; Section 10).
2. Duties
The duties of the officers shall include, but not be limited to, the following:
Chair
a. The Chair shall set the agenda for and preside at all meetings of the City Committee and be
ultimately responsible for assuring that the policies, strategic planning, and programs of the City
Committee are successfully implemented. In the event of a tie vote on any issue before the City
Committee, the Chair shall cast the deciding vote. In the absence or disability of the Chair, and
the absence of the Vice Chair and the Second Vice Chair, or if such offices have not been filled,
the Chair shall designate a member of the City Committee to act as Chair of the meeting in the
Chair’s stead.
Vice-Chair
b. The Vice Chair shall, in the absence or disability of the Chair, perform the duties of the Chair
and other duties as delegated by the Chair.
2nd Vice-Chair
c. The 2nd Vice Chair shall, in the absence or disability of the Chair and Vice Chair, perform the
duties of the Chair and other duties as delegated by the Chair or Vice-Chair.
Secretary
d. The Secretary shall manage the list of City Committee members, prepare minutes for each
meeting (to be distributed to City Committee members promptly after such meeting), and be
responsible for notifying City Committee members of meetings in accordance with Article II,
Sections 3 and 4. The Secretary shall additionally be responsible for the City Committee’s
official correspondence.
Treasurer
e. The Treasurer shall be responsible for collecting, managing, and disbursing all City
Committee income (subject to Article VI) and for preparing and filing all required government
reports—including, but not limited to, the campaign finance filings required by the state and
county boards of elections. The Treasurer shall be additionally responsible for preparing a
written report to be distributed to all City Committee members in advance of each City
Committee meeting. This report shall present income and expense details for the period since the
last report was issued as well as summaries for the year to date, listing budgeted amounts for the
same periods. The Treasurer shall also present a written full-year accounting to the City
Committee at its annual operating meeting.
3. Executive Committee
The Executive Committee shall consist of the officers. The Executive Committee shall meet
from time to time at the officers’ discretion to coordinate details and set agendas for meetings,
and shall have other responsibilities as the City Committee may from time to time confer upon it.
Article IV: Execution of Instruments
1. Contracts, Instruments
No member of the City Committee may enter into any contract or execute and deliver any
instrument in the name of the City Committee without the written authorization by resolution of
the City Committee. Such authority may be general or may be confined to specific instances.
2. Deposits
Funds of the City Committee may be deposited from time to time to the credit of the City
Committee only with such depositories as may be selected by the City Committee.
3. Orders for Payment of Money
All checks, drafts, or other orders for the payment of money issued in the name of the City
Committee shall be signed by such officer(s) or member(s) of the City Committee and in such
manner as shall be determined from time to time by resolution of the City Committee.
4. Endorsements for Deposit
Endorsements for deposit to the credit of the City Committee in any of its duly authorized
depositories may be made, without countersignature, by any officer of the City Committee or
may be made by hand-stamped impression in the name of the City Committee, unless otherwise
provided by resolution of the City Committee.
Article V: Administrative Matters
1. Robert’s Rules of Order
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall
govern the City Committee in all cases to which they are applicable and in which they are not
inconsistent with these rules and any special rules of order the County Committee may adopt.
The Chair (or Acting Chair) shall be the teller of City Committee votes. The Chair shall also
provide interpretations of Robert’s Rules of Order and of these Rules.
2. Notices and Minutes
All members of the City Committee shall receive timely notices and minutes of meetings.
3. Treasurer’s Account Books Open to Members
The Treasurer’s account books shall be available to all City Committee members during regular
business hours upon request.
4. Use of Email for Notices
All notices of meetings and transmission of minutes and other material may be made by email,
provided that copies are mailed to those members of the City Committee not having email
capability.
5. Fiscal Year
The fiscal year of the City Committee shall be the calendar year.
Article VI: Indemnification
The City Committee shall indemnify and hold harmless its officers and members from and
against any and all liability, cost, damage, claim, or expense incurred in carrying out his or her
responsibilities as a member or officer of the City Committee, except where such liability, cost,
damage, claim, or expense arises from or is caused by, in whole or in part, the negligence or
willful misconduct of said officer or member.
Article VII: Amendments
These rules may be amended by a majority vote of the City Committee members, provided that
notice of intention to amend and the text of such amendment has been given at least two weeks
in advance of the meeting at which such a vote will take place. Any City Committee member
may originate such notice.
Revision adopted by the Hudson City Democratic Committee – November 16, 2020