Meeting #1: Organize

Once you have a small group of three to five individuals who are committed to starting a chapter, call an organizational meeting.  Attendees should plan on meeting for at least an hour and a half to hammer out some fundamental issues.  The agenda for this meeting should be very basic and you should address the following issues:

• How often will this group meet? 

• When and where will the meetings be held?

• How are we going to increase our membership?

• How are we going to share responsibilities until we elect officers?

• When will we meet again, and what should we accomplish between now and then? 

Meeting #2: Laying the Groundwork

Your goal for your second meeting should be for each member at the first meeting to bring at least one other interested participant.  Make sure everyone submits their contact information on a sign-in sheet. This may be an appropriate time to invite your county party chair to address the group.

Goals for second meeting:

• Establish a committee to draw up the club’s constitution and bylaws

• Decide what officer positions are appropriate for your group and set an election date 

The second meeting is a prime opportunity to establish the rules for your organization.  Your constitution and bylaws are the governing documents of your organization and should be drafted and amended with care.

The size of your chapter will determine the number of officers required.  This is decided on a chapter-by-chapter basis, but the primary offices are President, Vice President, Secretary and Treasurer. There is a list of officer positions and job descriptions at the bottom of this page.  

In addition to job titles, it is imperative that certain responsibilities are delegated among the participants.  These can go to elected officers or officers appointed by the President; prior to officer elections, the group should identify individuals who will be responsible for:

• Publicizing the meeting

• Securing the location of the meeting

• Developing an agenda for the meeting, including inviting speakers if applicable 

• Providing a sign-in sheet and membership forms

• Recruiting new members

Meeting #3: Ratify Your Constitution

The group responsible for drawing up the constitution and bylaws should also present that information at this meeting.

Meeting #4: Nominate Officers

Now that your organization has a governing document, it’s time to nominate officers and hold elections. Ensure that your constitution address who qualifies as a voting member. At this meeting, hold nominations for each office and ask each nominated individual to give a brief statement about his or her experience and desire to hold the position.

Meeting #5: Elect Officers

As per the rules laid out in your constitution and bylaws, hold officer elections.  This can be done during your regularly scheduled meeting or during a function of the county party, if appropriate.  

Once officers are elected, it’s time to set the course for the future of the organization. 

Electing Officers is important because it gives structure to the group and clearly delegates responsibility and maintains accountability for various aspects of the chapter development.  As the membership grows and develops, many chapters re-examine the number and responsibilities of the officers to ensure that work is delegated fairly and that no one member is carrying the burden of the chapter.

Some groups elect a President, Vice President, Secretary and Treasurer and then the President appoints other positions from there. Other chapters will hold elections for each office they create.

Chapters may require fewer or different officers. Make sure these job descriptions are outlined in your bylaws, and that you have provided a system for evaluating officer performance.

President: The President ensures that the chapter’s activities correspond with the overall mission of the organization. The President’s responsibilities include delegating responsibility to other members of the executive board will increase efficiency while building unity. Ultimately, it is the President’s responsibility to ensure that all tasks are completed, and to officially represents the chapter to other Democrat organizations, the press and to other allied groups.

Vice President: The Vice President assists the President and fills in for the president’s responsibilities when the president is unavailable. Oftentimes, the Vice President fulfills some of the roles described below under Events and Political Director.

Secretary: The Secretary’s primary job is to be the official record keeper for the group and to oversee the distribution of meeting information and correspondence. The Secretary is responsible for facilitating communication among the members through mailings and email and other media, as well as recording minutes at executive and general meetings.  Many club secretaries are also in charge of producing updates on club activities and writing articles about current issues, especially if the club does not have a Communications Director.

Treasurer: The Treasurer is responsible for keeping accurate records of all monetary transactions to avoid problems between the bank and the club’s register by making procedures and bookkeeping clear to the membership and then for the officers who take over in following years. The treasurer often plans the annual budget based on potential income in partnership with the Chapter President. This person may also be charged with helping the club fundraise.

Other Positions to Consider

Communications Director:

The Communications Director serves as the media contact for chapter events, publicity director for meetings, and works with the chapter secretary. Responsibilities may include:

• creating and distributing a chapter newsletter, press releases and advisories

• writing and issuing press releases on activities and events

• maintaining the chapter website and listserv

• providing talking points for debates, letters to the editor and op-eds. 

Membership Director:

The Membership Director is responsible for outreach programs, new member recruitment, and maintenance of current membership database. The Membership Director may also be in charge of yearly membership drives and should encourage diversity by making a strong effort to recruit members who reflect the population of the area.  Tasks may include:

• keeping a membership database that includes all of the information from your membership forms

• keeping the leadership apprised of membership trends

• regularly reporting this information to the state Young Dems organization

Events Director:

The Events Director ensures that the chapter maintains a full schedule of events for the members and the greater community that address the broad range of interests, including activist events, educational events, community service, and Democratic theme parties.

Political Director:

The Political Director organizes and coordinates involvement in national, state and local campaigns. These tasks could also be the responsibility of the Vice President. The Political Director may act as the liaison between the State Young Democrat organization and Democratic campaign offices, update membership on the progress of the candidates, and work with the local campaigns to promote outreach to young people.  Additionally, he or she may coordinate volunteers to recruit, organize and schedule volunteers for phone banks, GOTV efforts, and other activities.