BY-LAWS of the SAN MATEO COUNTY ASIAN AMERICAN AND PACIFIC ISLANDER ALLIANCE
ARTICLE I
NAME
Section 1. The organization, an unincorporated association, shall be known as the San Mateo County Asian American and Pacific Islander Alliance, hereinafter called SMCAAPIA.
ARTICLE II
FUNCTION AND PURPOSE
Section 1. The function and purpose of SMCAAPIA shall be to organize Asian American and Pacific Islander Democrats within San Mateo County toward the goals of increasing the ranks of Asian American and Pacific Islander Democrats, electing Asian American and Pacific Islander Democrats to public office, and implementing the ideas and principles of the Democratic Party. Additionally, the SMCAAPIA’s function is to participate countywide in the Democratic Party, to cooperate and communicate with other Democratic Associations, Committees, and Clubs, to assist Democratic functions in San Mateo County, and to perform such other activities as the membership may decide. Most importantly, the SMCAAPIA’s mission is to empower the Asian American and Pacific Islander community to become more informed, involved, and active in the political process and provide a forum for the Democratic Party to engage with Asian American and Pacific Islander Democrats.
Section 2. The SMCAAPIA shall engage in such legislative, political, educational, civic, welfare and other activities as will further the interests of the membership of the organization, advance ethical standards in the political system, and promote equal participation in the political process without regard to race, color, religion, nationality, citizenship status, creed, gender, sexual orientation, gender identity, gender expression, disability, age, ethnic origin, ancestry, or economic status.
Section 3. All activities of the SMCAAPIA shall be in conformance with State law and the basic principles of the Democratic Party.
ARTICLE III
MEMBERSHIP
Section 1. All duly registered or intending to register as Democrats who are residing, working, attending school, or who worship within the jurisdictional boundaries of San Mateo County shall be eligible for membership. General membership shall be predicated on active participation in SMCAAPIA events and voting privileges will be extended to members in accordance with parameters as outlined in Article III, Section 3.
Section 2. Voting privileges of membership will only be granted following:
Attendance at three monthly meetings within the past 12 months, OR
Participation in one SMCAAPIA sponsored in-person political or volunteer event in the past 12 months.
Voting privileges will be extended to members on the third general membership meeting attended OR the first general membership meeting following attendance at an in-person political or volunteer event.
Section 3. Member in Good Standing
A member in good standing is any registered Democrat who (1) subscribes to the purpose and mission of the Club, and (2) submits their name, city, phone number, and/or email address, and (3) who participates in SMCAAPIA events.
Section 4. Dues
The annual dues for Members of this Club shall be as follows:
A. Regular Members, $0.00
B. Student/Senior Members, $0.00
Section 5. Disposition of Treasury
In the event of the dissolution or revocation of its charter, the SMCAAPIA will dispose of half of its treasury proceeds by a donation to an AAPI nonprofit in the Bay Area. The remaining half of the proceeds shall be donated to The Legal Aid Society of San Mateo County, located at 330 Twin Dolphin Drive, Redwood City, CA, 94065.
ARTICLE IV
OFFICERS AND EXECUTIVE BOARD
Section 1. Elective officers of SMCAAPIA shall be composed of an elected Executive Board of 11 officers with one President, one Vice President, two Political Action Co-chairs, two Events & Fundraising Co-chairs, two Membership Co-chairs, two Communications Co-chairs, and one Secretary Treasurer.
Section 2. The Executive Board may appoint 2 at-large officers.
Section 3. The Executive Board may consist of Ad Hoc Committee Chairs appointed by ⅔ of the elected Executive Board.
Section 4. The Executive Board shall consist of the officers described in Article V.
ARTICLE V
DUTIES OF OFFICERS
Section 1. The President
Shall preside at all regular and special meetings of SMCAAPIA and Executive Board.
Shall preserve order and enforce the by-laws of SMCAAPIA.
Shall be an ex-officio member of all committees.
Shall appoint, subject to the approval of the membership at a meeting, members of committees, when an election is not called for.
Shall be responsible to the Executive Board for their actions.
Shall be a delegate to all bodies to which SMCAAPIA sends a delegate or shall appoint delegates to attend functions or meetings of other organizations as official representatives of SMCAAPIA, unless an Executive Board or membership meeting decides an election shall be held.
Shall represent this organization at public and/or political functions within San Mateo County, or to appoint delegates to attend such functions, unless a membership meeting decides an election should be held.
Shall appoint a nominating committee at the regular meeting two months prior to the November election meeting. Members in good standing may volunteer to be members of the nominating committee. All appointments by the President and all volunteers shall be subject to the approval of the members attending the general meeting. The nominating committee shall elect its chairperson.
Shall have the power to appoint members and officers in the event of a vacancy for a period of no more than two meetings.
The President, or the President’s designee, may authorize and make expenditures of up to $500 per month without the prior approval of the Executive Board or Voting Membership and subsequently noticed or disclosed to the General Membership at the next meeting. The Executive Board may authorize expenditures of up to $1000 per month without the prior approval of the Voting Membership and subsequently noticed or disclosed to the General Membership at the next meeting.
Section 2. The Vice President
Shall assist the President in the performance of all duties and act as President in their absence.
Shall become the Acting President on the death or resignation of the President until a special election can be held at the second regular meeting after the vacancy in the Presidency.
Section 3. The Political Action Co-chairs
Shall foster and maintain relationships with elected officials and other political organizations.
Shall assist in creating a club endorsement process for but not limited to; candidates, ballot measures, and local ordinances.
Shall be responsible for directing SMCAAPIA’s policy efforts and priorities.
Shall serve as the lead organizer for all major political and election campaign activities organized by SMCAAPIA.
Shall recruit and support new candidates for public office, identify opportunities for collaboration with other political groups and elected officials, and build awareness and support for the club’s policy platform.
Shall recruit members for and lead the Political Action Committee.
Section 4. The Events and Fundraising Co-chairs
Shall direct all public and civic engagement operations to address social issues that concern the club and its values.
Shall develop and implement the club’s organizing strategy for all non-political social and volunteer events.
Shall plan fundraising efforts and events for AAPI holidays and celebrations.
Shall recruit members for and lead the Event and Fundraising Committee.
Section 5. The Membership Co-chairs
Shall maintain an accurate membership list.
Shall be responsible for promoting, coordinating, and overseeing membership efforts and for broadening participation in SMCAAPIA and the San Mateo County Democratic Party.
Shall develop and implement strategies to retain members and drive them towards action, and to encourage members to invest in the club’s growth.
Shall build organizing power to transform the local and state policy through partnerships with allied community organizations.
Shall recruit members for and lead the Membership Committee.
Section 6. The Communications Co-chairs
Shall conduct correspondence as directed by the President, Executive Board, or by the majority of the membership, and reads all correspondence or summary thereof at meetings.
Coordinates mailing of notices/newsletters to the club membership.
Shall draft, vet, and issue statements with regards to local current events.
Shall assist with quality control of all information released.
Shall assist with managing and maximizing media opportunities.
Shall assist with website and social media management.
Shall recruit members for and lead the Communications Committee.
Section 7. The Secretary Treasurer
Shall collect dues, donations, or other funds and shall keep and maintain an accurate record of all financial transactions of this organization and summarize such transactions in a report at the regular membership meeting.
Shall pay all bills and disbursements authorized by the Executive Board.
Shall prepare a report of the financial status of the organization annually in written form which shall be kept in a file accessible to all members for at least seven (7) years.
Shall complete and file all financial reports required by law and government regulations.
Shall take minutes and distribute the agenda of regular, special, annual and Executive Board meetings.
Shall ensure that all members sign an attendance sheet at each meeting.
Section 8. The At Large Executive Members
Shall assist elected Executive Members in their responsibilities.
Shall perform any other such duties with the approval of the Executive Board as may be necessary for the proper and effective administration of the affairs of SMCAAPIA.
Section 9. Ad Hoc Committee Chairs
When special issues or campaigns arise, the Executive Board may appoint Ad Hoc Committee Chairs to fulfill the responsibilities as described in Article XI.
Shall perform any other such duties with the approval of the Executive Board as may be necessary for the proper and effective administration of the affairs of SMCAAPIA.
ARTICLE VI
ELECTION OF THE EXECUTIVE BOARD
Section 1. The Executive Board shall have the power to regulate and supervise all SMCAAPIA elections.
Section 2: The nominating committee, appointed by the President, shall submit its report at the general meeting prior to the January election meeting. Nominations for all officer positions may be made from the floor at the election endorsement meeting. All candidates shall have full and prompt access to the current roster and mailing list of all members in good standing and not.
Section 3. All candidates shall have the opportunity to write and send a candidate statement of no more than 250 words, all which will be collectively sent to the entire membership in good standing or not.
Section 4. All members in good standing shall have access to all candidate statements, must be able to cast their votes through a secure online ballot, and shall have 24 hours to cast their votes following the election meeting.
Section 5. The election shall be held at the regular meeting held in January of each year.
Section 6. Contested elections shall be conducted by an open ranked choice ballot. A majority of votes is not required. The candidate with the highest vote total tabulated by ranked choice shall be declared the winner.
Section 7. Newly elected officers shall assume their duties on February 1 of following the election in January.
Section 8. The Executive Board shall have the power to fill all vacancies either through calling a special election or through a ⅔ vote appointment.
Section 9. A member of the Executive Board may be recalled by a two-thirds vote of the entire membership of SMCAAPIA by a virtual ballot following a membership meeting at which the recall question was discussed after at least ten days’ notice to members. A special election shall be held to fill any vacancy created by a recall election.
Section 10. Vacancy in Office.
If an elected executive office is vacated, the Executive Board shall appoint the successor subject to confirmation by ⅔ of the Executive Board; OR a special election may be held to elect a successor subject to confirmation by ranked choice vote of the membership at the next membership meeting.
If the office of the President becomes vacant, a special election shall be called and held within 60 days. The Vice President shall serve as interim President.
Section 9. Voting Rights of Members
The SMCAAPIA will strive to make voting as accessible as possible. This includes voting remotely or by any other method agreed upon by the Executive Board.
ARTICLE VII
THE EXECUTIVE BOARD
Section 1. Between membership meetings, the Executive Board shall perform all the duties necessary to the proper administration of the affairs of SMCAAPIA consistent with the constitution and by-laws.
Section 2. All decisions of the Executive Board shall be by a majority vote of the officers present.
Section 3. A majority of the Executive Board shall constitute a quorum.
Section 4. The Executive Board at any time may require from an officer a full and detailed statement of account of any action or business done in the name of SMCAAPIA.
Section 5. The Executive Board shall ensure that membership meetings are held on a regular basis, as required in Article IX, with the time and location well-publicized to members.
Section 6. The Executive Board shall notify the membership of the date, time, and place of all Executive Board meetings at the regular monthly meetings. It shall notify all members of the date, time, and place of any emergency meetings. All members in good standing may attend all Executive Board meetings.
ARTICLE VIII
REMOVAL FROM THE CLUB OR EXECUTIVE BOARD
Section 1. Grounds for Removal
Any Member who endorses a candidate in a non-partisan race not previously endorsed by this club while identifying themselves as an "SMCAAPIA Member" may be removed.
Any Member other than an Ex-officio member, who misses three regularly scheduled meetings without excuse during the course of a one-year term shall be removed from the club according to Section 2 of this Article.
Any Member who engages in conduct deemed to be unbecoming shall be subject to removal from the club. Misconduct shall include but not be limited to; sexual or other forms of harassment that are consistent with the California Democratic Party’s Code of Conduct, as adopted by the SMCAAPIA in Article X of these By-laws.
Section 2. Procedure for Removal from Club
Any Member who becomes aware that there has been a violation of the items listed in the Grounds for Removal Section of this article may forward a written complaint to the Executive Board or verbally notify the Board of the infraction.
Upon receipt of a complaint, the Executive Board can decide whether to pursue an investigation of the matter or take other appropriate action.
Following an investigation, the Executive Board can decide whether to submit a recommendation for removal to the whole club.
Members subject to removal for cause under Article VIII, Section 1, A through E shall be notified and given an opportunity to respond. The secretary shall notify the member subject to removal, by email, at least 30 days in advance of the next meeting of the Executive Board where the issue will be discussed.
Removal from the club shall become effective upon a two-thirds majority vote of club members present and voting.
Members failing to respond or appear at a meeting after mail notification has been made shall be considered to have resigned.
Section 3. Removal from the Executive Board
Any member of the Executive Board upon the third consecutive unexcused absence from a regularly scheduled Executive Board meeting may be removed as an officer of the club by a majority vote of the Executive Board.
If a majority of the Executive Board decides by vote that an officer has committed malfeasance or has been derelict in the performance of duties, a Committee of Inquiry shall be appointed consisting of 2 members of this club (non-officers) appointed by the majority of the Executive Board, two members appointed by the officer subject for removal and a fifth Member mutually agreed to by the other members. The Committee of Inquiry shall conduct an inquiry and report the results of its investigation and a recommendation for action to the club at the next scheduled meeting, or if this is not possible, at the second meeting following its appointment.
A petition by a majority of the voting members of this club may be presented to the President requesting that a special meeting of the club be convened for the sole purpose of deciding whether a specific member of the Executive Board should be removed from office for any cause. Upon receipt of the petition, the President shall make it an Agenda item at the next regular meeting of the club at which time a vote will be taken to decide if a special meeting will be called. If the vote fails, the matter is closed without prejudice. If the vote succeeds, a special meeting with attendance limited to voting members will be convened prior to the next regularly scheduled meeting of the club for the sole purpose of deciding the issue of removal from the office of the accused party.
Any member of the Executive Board removed for cause shall not be eligible for election to the Executive Board for the remainder of the current elective term.
ARTICLE IX
MEETINGS
Section 1. Regular membership meetings shall be held at least quarterly, and as frequently as monthly, at a time and place determined by the Executive Board, subject to the approval of the membership. When special circumstances require, the President may change the date and time of a regular meeting, provided at least seventy-two (72) hours’ notice is given to the members.
Section 2. Special meetings may be called by the President, the Executive Board, or on a petition by the majority of the members for the transaction of any special business. Any member wishing to circulate such a petition shall be provided a current membership list by the Membership Co-chairs.
Section 3. A quorum shall be the lesser of ten (10) voting members or twenty-five percent (25%) of the general membership, one of whom shall be an officer, and no official business of the SMCAAPIA shall be taken in the absence of a quorum.
Section 4. Proxy voting shall not be allowed.
Section 5. Reasonable effort shall be made by the Executive Board to notify all
members of meetings.
Section 6. The Club shall use the newly revised Robert's Rules of Order to govern parliamentary procedure at all official meetings of the organization, except as specifically noted in these bylaws.
ARTICLE X
CODE OF CONDUCT
Section 1. The Club is committed to providing a welcoming, respectful, friendly, safe, supportive, and harassment-free environment for club members and all others associated with the Club and expects all such individuals to act professionally, respecting the personal rights and dignities of all so as to create a productive, inclusive environment. All individuals should feel welcome and safe within the Club regardless of their sex, gender, gender identity, gender expression, sexual orientation, pregnancy, race, color, ethnicity, national origin, ancestry, religion, creed, age, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, body size, domestic violence victim status, or any other legally protected classifications.
Section 2. Adoption of the CDP Code of Conduct.
(a) The Club hereby adopts the Code of Conduct of the CDP and incorporates the CDP Code, as it now exists or as it may hereafter be amended, as a part of these bylaws. A copy of the current CDP Code is appended to these bylaws. If the CDP Code is hereafter amended by the CDP, the amended CDP Code shall be considered to:
(b) Have superseded the version appended hereto, and,
(c) Be operative as if appended hereto, and at the earliest possible convenience, the current CDP Code shall be appended to these bylaws, without need for further action by this Caucus.
Section 3. Violations. Any violation of the Code shall be considered a violation of these bylaws and shall subject the member to discipline thereunder, if applicable. Such discipline shall be in addition to any disciplinary actions by the CDP or any of its constituent parts.
Section 4. Availability. Copies of the CDP Code shall be:
(a) Made a part of the notices of any and all meetings of this club by inclusion of an
appropriate link, and,
(b) Made available to members attending any such meeting by the officer responsible for check in.
Section 5. Filing. In addition to the process for the filing of any disciplinary charges under these bylaws, or under the bylaws of the CDP, the parliamentarian of this club or, in their absence or when the conduct in issue involves the parliamentarian, any officer of this club is responsible for and charged with receiving and ensuring the prompt processing of any complaint of violation of the CDP Code. These two (2) tracks for processing such a complaint are not mutually exclusive and the failure to process a complaint under these bylaws shall not constitute a failure to exhaust administrative remedies barring initiation of any process under the auspices of the CDP Conduct Commission.
ARTICLE XI
COMMITTEES
Section 1. The Executive Board or the membership shall have the power to establish standing, select, or ad hoc committees. Such committees may formulate plans, investigate issues, and conduct business and affairs. Each committee shall report to the general membership at all regular meetings.
Section 2. Meetings of standing committees shall be held as necessary.
Section 3. A current list of standing committees are as follows: political action, events and fundraising, membership, and communications.
Section 4. A standing committee may publish a newsletter or website which shall report on all the activities of the SMCAAPIA, as well as report on areas of concern on state and national issues.
Section 5. The chairs of committees shall give a brief report on all the activities of their respective committees during each general membership meeting.
Section 6. Ad hoc committees may be established by a ⅔ vote of the Executive Board. Chairs of ad hoc committees shall also serve on the Executive Board. In committees in which there is more than one chair, only one shall be selected to serve on the executive board.
Section 7. Chairs of committees may vote in committee meetings and have a tiebreaker vote.
ARTICLE XII
ENDORSEMENTS
Section 1. The SMCAAPIA may endorse any nominee or candidate for public office who is a registered Democrat, and may endorse or support any position on any issue, provided such an endorsement falls within the function and purposes of the organization and its members and is not in conflict with rules governing endorsements of the California Democratic Party.
Section 2. All members in good standing shall have access to all public facing campaign materials provided by the Political Action Chairs, must be able to cast their votes through a secure online ballot, and shall have 24 hours to cast their votes following the endorsement meeting.
Section 3. Endorsements shall follow a scheduled endorsement meeting after due notice has been given to the entire membership of SMCAAPIA. Such notice shall be given no less than 2 days prior to the meeting. A two-thirds vote at the meeting at which the endorsement is considered shall override the requirement for notice.
Section 4. Endorsements for races in which there is a single winner shall be decided by a ranked choice ballot. Inclusion of a dual or multi-endorsement option on the online ballot must be requested during the live endorsement meeting. Endorsements shall be awarded to the option that receives 60% of voting members in good standing.
Section 5. Endorsements for races in which there are multiple winners shall be decided by an approval vote. Endorsements shall be awarded to candidates who receive 60% of voting members in good standing.
Section 6. All endorsements shall be given active support. The type of support to be given an endorsement may be determined at the time of the endorsement or may be established at subsequent meetings.
Section 7. The SMCAAPIA exists to train and support AAPI leaders, and thus shall strive to endorse AAPI leaders to elected office.
ARTICLE XIII
STATEMENTS
Section 1. The SMCAAPIA recognizes that some urgent issues require timely action. A Statement shall be issued by the SMCAAPIA board with two-thirds approval of serving board members. Such statements should be signed by the SMCAAPIA Board and not the organization as a whole.
Section 2. Statements by the SMCAAPIA as a whole can be issued with 60% approval of voting members in good standing.
Section 3. All members in good standing must be able to cast their votes through a secure online ballot, and shall have 24 hours to cast their votes following the discussion meeting.
ARTICLE XIV
CDP PRE-ENDORSEMENT CONFERENCE DELEGATES
The Executive Board of the SMCAAPIA will be charged with selecting and appointing by majority vote, ONE (1) voting delegate (each of whom shall be a member in good standing of the Club as set forth in Article III) for each TWENTY (20) Club members to all CDP Pre-Endorsement Conferences. In advance of each Pre-Endorsement Conference, by the deadline imposed, a current roster of all members in good standing shall be submitted to San Mateo County Democratic Central Committee Chair and to the Region 6 Director. If the SMCAAPIA has voted to endorse a candidate, the voting delegate(s) must vote for the endorsed candidate.
ARTICLE XV
AMENDMENTS
Section 1. The by-laws of SMCAAPIA may be amended by a two-thirds (2/3) vote of the members present after due notice has been given to the entire membership of SMCAAPIA. Such notice shall be given not less than five (5) days prior to said meeting at which the constitutional proposal shall be submitted.
ADOPTED THIS 19TH DAY OF JULY 2023
Certified by:
Uma Krishnan, James Coleman, and Fernando Montanes
Interim Board Members
Addendum #1: CDP CODE OF CONDUCT
The California Democratic Party (CDP) is committed to providing a welcoming, respectful, friendly, safe, supportive, and harassment-free environment for members, employees, and all others associated with the CDP. The CDP expects all leaders, members, employees, and others associated with the CDP to act professionally, respecting the personal rights and dignities of all individuals involved with the party so as to create a productive, inclusive environment for all. All individuals should feel welcome and safe within the CDP, regardless of their sex, gender, gender identity, gender expression, sexual orientation, pregnancy, race, color, ethnicity, national origin, ancestry, religion, creed, age, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, body size, domestic violence victim status, or any other legally protected classifications. The CDP’s behavior standards are not limited to CDP conventions and other meetings. Harassment will not be tolerated at any and all events sponsored by or affiliated with the CDP, as well as in CDP-related calls, texts, emails, and social media like Facebook, Instagram, and SnapChat.
Unacceptable Harassment
The CDP will not tolerate harassment—that is, disrespectful or unprofessional conduct based on any of the protected categories listed above. Prohibited harassment can be verbal (such as slurs, jokes, insults, epithets, gestures, or teasing based on the protected categories listed above), visual (such as the posting or distribution of offensive posters, symbols, cartoons, drawings, computer displays, or emails based on the protected categories listed above), or physical (such as physically threatening another person, blocking someone’s way, touching private parts, making physical contact in an unwelcome manner, etc.).
The CDP will not tolerate sexual harassment, that is, harassment based on sex or conduct of a sexual nature, which includes harassment based on sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity or gender expression. Prohibited sexual harassment may include all of the actions described above as harassment, as well as other unwelcome sex-based conduct, such as unwelcome or unsolicited sexual advances, requests for sexual favors, conversations regarding sexual activities, or other verbal or physical conduct of a sexual nature. Sexually harassing conduct need not be motivated by sexual desire and may include situations that began as reciprocal relationships, but that later cease to be reciprocal.
The CDP prohibits quid pro quo sexual harassment, such as when submission to sexual conduct is made explicitly or implicitly a term or condition of an individual’s membership in the party, appointment to committee, leadership, or other role within the CDP; or submission to or rejection of sexual conduct by an individual is used as the basis for decisions affecting that individual.
The CDP prohibits the creation of a hostile environment, that is, conduct that creates an intimidating, hostile or otherwise offensive environment, including but not limited to: unwelcome sexual advances, flirtation, teasing, sexually suggestive or obscene letters, invitations, notes, emails, voicemails or gifts; sex, gender or sexual orientation-related comments, slurs, jokes, remarks or epithets; leering, obscene or vulgar gestures or making sexual gestures; displaying or distributing sexually suggestive or derogatory objects, pictures, cartoons, or posters or any such items; impeding or blocking movement, unwelcome touching or assaulting others; any abusive yelling or screaming, other verbal threats, or disrespectful language directed at a person; any sexual advances that are unwelcome as well as reprisals or threats after a negative response to sexual advances; and conduct or comments consistently targeted at one gender, even if the content is not Sexual.
The examples above are just that—examples. In general, any conduct listed above or that is based on the protected classifications listed above that could interfere with an individual’s participation in the CDP or could create an offensive environment will be considered harassment in violation of this code of conduct. This is the case even if the offending individual did not mean to be offensive. It is essential that we all be sensitive to the feelings of others.
Retaliation Prohibited
The CDP takes very seriously its responsibility to provide all members with a welcoming, respectful, and safe environment and urges any member who feels uncomfortable, unwelcome, or unsafe to report harassment (of themselves or observed with respect to others) as soon as possible. Retaliation for reporting harassment or discrimination, or participating in an investigation with respect to harassment or discrimination, is Prohibited.
Retaliation may include, but is not limited to, exclusion from meetings or committees, ostracism, bad-mouthing, or other conduct that may limit engagement with the CDP, or that would be reasonably likely to deter a reasonable CDP member from reporting harassment or participating in a harassment investigation.