Philadelphia 2nd Ward Democrats Bylaws

I. Preamble

We, the elected representatives of the Executive Committee for the Democratic Party of Philadelphia’s Second Ward, have adopted these bylaws to supplement where necessary and appropriate the Rules of the Democratic Party of the City and County of Philadelphia (Revised 2014)(hereafter “the Rules” or “the Rules of the Democratic Party.”) We believe that furthering democratic values, in our capacities as agents of our constituents, residents of the Second Ward and of Philadelphia, and members of the Democratic Party, should be our defining principle. We have, therefore, designed these bylaws to ensure that Committee enterprises and meetings are conducted in an open, transparent, accountable manner.

Accordingly, these bylaws should be interpreted consistent with three goals: First, to ensure that the activities of the Second Ward are carried out in a structured and civil manner. Second, to accomplish our purpose of supporting the Democratic Party, endorsing Democratic candidates, and getting out the vote. Third, to achieve our aspiration and commitment to fulfill the obligations of participatory government, by encouraging robust debate, providing a forum for the views and ideas of all our members, and considering the needs and unselfishly serving the interests of our constituents and all Philadelphians, including those whose voices might not otherwise be heard.

II. Meetings

Scheduling/Noticing for meetings

Meetings of the 2nd Ward Democratic Executive Committee (“Executive Committee” or “Committee”)) shall be held at least quarterly (four times/year) at a location within the boundaries of the second ward and at a time of the Committee’s choosing.
Written notice of any change in venue, meeting date or time for any Executive Committee meeting shall be provided by the Ward Leader or their designee to all Committee people as well as by posting on any Ward website that is established, as early as possible.

Agenda/Minutes

The Ward Leader or their designee shall distribute a draft agenda at least seven days in advance of any scheduled Executive Committee meeting. However, changes in the agenda up to the time of the meeting are permitted. The Secretary or person designated by the Secretary shall distribute the minutes from the previous meeting no later than seven days following any scheduled Executive Committee meeting. All Executive Committee meetings shall begin with a vote to approve the minutes from the previous meeting.

Draft agendas of Ward Officers’ meetings shall be distributed to the full Executive Committee seven days prior to meetings and minutes shall be distributed to the full Executive Committee within seven days of such meetings.

Quorum and Voting

No vote of any kind shall be held at any Executive Committee meeting without a quorum being present. A quorum shall be present if a majority of elected Committee people are in attendance either in person or via teleconference. Committee people are encouraged to make every effort to attend in person whenever possible. Committee people attending via teleconference shall be announced so that Committee people attending in person know who is participating remotely. A simple majority is required to pass all measures unless otherwise noted in these bylaws.

E-Voting

Voting by electronic mail (e-mail) is permitted under certain circumstances. This may arise, for example, in the event a quorum is not present at a formal meeting, or in the event that Board action is considered desirable at a time between regularly scheduled meetings. In such cases, all Committee members have the right to submit a vote within a specified time period (no less than 48 hours, no more than 7 calendar days). Vote by email will be conducted in the following manner:

• The Ward Leader may request a vote via email. Committee people shall have three (3) options regarding their vote: i. Vote to pass the motion; ii. Vote to reject the motion; or iii. Vote to abstain from the motion.
• It is the responsibility of each Committee person to inform the Secretary of the correct email address for purposes of correspondence and email voting. If a Committee person does not have email, the Ward Leader or their proxy shall call the Committee person for their verbal vote.

Proxy Voting

A Ward Executive Committee member may request that a proxy (a person) be permitted to vote on their behalf if they are unable to attend an Executive Committee meeting. The absent Committee person must, prior to the meeting, place in writing the name of their designated proxy and send it to the Secretary. The Secretary must announce proxies during roll call of Executive Committee meetings.

III. Membership

In the event that a division has a single vacancy after the reorganization meeting, the division’s remaining Committee person may nominate a replacement, who is appointed by a majority vote of the Ward’s Committee people, in accordance with the Ward’s voting procedures.

In the event that a division has two vacancies after the reorganization meeting, or that a new division is created by the Board of Elections, all replacement candidates shall be afforded equal access and opportunity to seek appointment. Candidates are appointed by a vote of the Ward’s Committee people, in accordance with the ward’s voting procedures.

A member can only be removed from the Ward Committee for good cause shown. In order for a removal request to be brought, any committee person may ask for a vote of removal via a written requests st to the Ward Leader. The written request must lay out the alleged grounds for removal. The Ward Leader must immediately share the request with the member whose removal is sought and communicate any response back to the member seeking removal in an effort to resolve the matter informally. Should such mediation fail to resolve the issue, the Ward Leader shall share the request with the Ward Committee and shall schedule a hearing of the Ward Committee no sooner than thirty (30) days from the date of the request. The member for whom removal is sought shall be entitled to a full, fair, non-summary hearing before the Ward Committee prior to a vote. At the end of the hearing, a vote for removal shall be held. Removal of a member shall require a vote of three-fourths of the Ward Committee and can only be based upon the alleged grounds for removal.

If a Committee person moves before their term of service has expired, the Committee person is obligated to inform the Ward Leader and Secretary within thirty (30) days after the move.

Associate Members

Each division may have, in addition to its two elected or appointed Ward Committee people, an Associate Committee person, who is an elector of the division in which he or she serves. Such Associate Members may participate in debates and serve on Ward Subcommittees, but they may not vote on any endorsement or motion brought before the Committee, nor are such persons counted for the purposes of establishing a quorum for any matter or question requiring a quorum. Associate Committee people are subject to the rules and duties of Ward Members, and shall be given consideration for any vacancies that arise in the membership of the Ward Executive Committee in the divisions where they are registered to vote. Associate Members shall be added to or removed from the Ward Committee using the same procedure for Committee people outlined in Article III. Associate Committee person terms expire upon reelection of the Ward Committee, after which they must be reconfirmed.

IV. Attendance, Canvassing, and Election Day Representation

(Effective May 2026)

Attendance

• Committee people are expected to attend all Ward meetings.
  • A Committee person must contact the Ward Leader and/or Leadership Team to notify of any absences from meetings ahead of the meeting. The Secretary shall be notified by the Ward Leader and/or Leadership Team of all excused absences.
  • A Committee person must inform the Leadership Team if they expect to be absent from the Ward for more than two (2) months or (2) consecutive meetings.
• The Secretary shall maintain an official attendance record.
• If a Committee person has fifty percent (50%) or more unexcused absences from Ward meetings based on a twelve (12) month rolling average, the mediation provision of the removal process in Article III (Membership) shall be automatically triggered. The Ward Leader is required to initiate this process.

Canvassing

• Committee people are required to canvass their divisions using canvassing lists provided by the ward and/or report canvassing statistics to the GOTV Chair.
  • A Committee person must contact the Ward Leader and Secretary within thirty (30) calendar days of Election Day in the event of illness, injury, family emergency, travel, or other conflict to request an excused absence from canvassing. The GOTV Chair shall be notified by the Ward Leader of all excused absences.
  • Canvassing may be recorded electronically if walk lists are provided in that format.
  • When using paper walk lists, Committee people may report the number of doors and/or voters reached via e-mail, text, or shared spreadsheet.
  • Paper walk lists may also be submitted to indicate canvassing completion.
• For purposes of this Article, “canvassing” shall include knocking the door of every voter on a provided walk list, discussing the upcoming election and providing them with literature, and leaving literature at the door of those not home. Doors deemed inaccessible, including apartments that cannot be reached, are exempt from this requirement.
• The GOTV Chair shall maintain an official record of canvassing participation.
• If a Committee person fails to report canvassing statistics without an excused absence for any two (2) or more elections, the removal provision in Article III (Membership) shall be automatically triggered. The Ward Leader is required to initiate this process.

Election Day Representation

• Committee people are required to represent the Ward outside of their respective polling locations on Election Day for a minimum of eight (8) hours. The Ward Leader may grant an excused absence in cases of illness, injury, family emergency, travel, or other conflict. The Election Day Chair shall be notified by the Ward Leader of all excused absences.
• Committee people must coordinate with the Election Day Chair in advance of each election so that full-day coverage can be arranged.
• Committee people serving on Election Boards are exempt from this requirement but must notify the Election Day Chair of their Board service.
• The Election Day Chair shall maintain an official record of Election Day representation.
• If a Committee person fails to represent the Ward without an excused absence for any two (2) or more elections, the removal provision in Article III (Membership) shall be automatically triggered. The Ward Leader is required to initiate this process.

V. Finance

Treasurer’s Report

The Treasurer shall report at least quarterly as to the Ward’s books and finances including an income statement, balance sheet, and cash flow activity and an update on the filing of upcoming campaign finance report/s. The Treasurer’s report may take place at each meeting of the 2nd Ward Democratic Executive Committee, although a written treasurer’s report provided to all Committee People is also permissible. In such event, the written report shall be provided no earlier than 7 days and no later than 48 hours prior to any Executive Committee meeting. The Treasurer may delegate this responsibility as needed to the Assistant Treasurer.

Access to Financial Information

Upon request, the Treasurer and/or Ward Leader shall provide any Committee person with access to the bank statements and records of the 2nd Ward, including any and all records regarding financial activity.

Compliance with Campaign Finance Laws

The Treasurer shall prepare and file campaign finance reports with the appropriate authorities in compliance with Commonwealth of Pennsylvania and City of Philadelphia campaign finance laws. As such, the Treasurer is required to remain up-to-date on changes to applicable campaign finance laws, regulations, cycles, and filing requirements.

Banks and Expenditures

Prior to expending funds in excess of $1,000 for a single activity, a vote of the Ward Committee must be held, and the proposed expenditure must be approved by a majority vote of the members. All credit and debit expenses in excess of $250 must be approved in writing by at least two members of the elected Ward leadership.

VI. Endorsement

The 2nd Ward Democratic Executive Committee shall not endorse any candidates without first conducting a vote at a meeting of the Ward Committee at which quorum is present or an E-Vote in which a quorum of committee people participate. In any given race, each Committee person may cast as many votes as there are positions available but may only cast a single vote per candidate. The Ward Committee will only endorse up to the number of candidates for which there are positions available for each race but may endorse fewer. This process applies in primary elections; special elections; and in cases where the Ward Leader votes directly on the ward’s endorsement, including when the Democratic nominee withdraws or is withdrawn from the general election ballot. In the case of endorsements for State Representatives in the 175th and 182nd Districts and City Councilperson in the 1st and 2nd Districts, only committee people in those respective districts shall vote on the Ward Committee’s endorsement.

A candidate may be endorsed if at least a majority of committee people or proxies present in a quorum vote in favor of endorsement. In the event that more candidates receive majority support than there are seats in multiple-position races, the candidates with the highest number of votes will receive the endorsement. Run-off votes may be held in the event that fewer candidates than available positions receive majority support in the initial vote. Run-off votes will be held in rounds where the candidate receiving the smallest portion of the vote will be eliminated after each round. In the case of a last-place tie, all last-place candidates will be eliminated. The final run-off vote for any given race will be held with a pool of candidates that is one greater than the available positions for that race. In the case of a last-place tie on the final round of voting, no last-place candidates shall receive an endorsement.

Committee people can endorse their own candidates in their particular division but cannot utilize Ward financial resources to print materials to promote candidates that are not endorsed by the Ward. Committee people that choose to endorse candidates not endorsed by the Ward cannot characterize that those candidates have received the endorsement of the Ward.

The Ward may also choose to endorse or oppose bills before City Council, the Pennsylvania Legislature or Congress. If a committee person wishes to suggest a bill for endorsement or opposition they must communicate with the Ward Leader to get the question put on the agenda and the agenda must be circulated to all committee people ahead of the ward meeting where it will be discussed. If a majority of the committee people present vote in favor of endorsing the bill, it will receive the ward’s endorsement.

VII. Ward Leader and Officers

The Ward Leader’s primary residence shall be within the 2nd Ward. The Ward Leader is not permitted to serve as an elected political official or candidate. ​If a Ward Leader fails to meet these criteria, a reorganization meeting shall be held within 60 days to elect a new Ward Leader.

The Ward Leader shall preside over all Ward Executive Committee meetings including meetings for endorsements of candidates and legislation. In the event that the Ward Leader is absent, the following officers shall preside in the order of availability: Chair, 1st Vice Chair, 2nd Vice Chair, 3rd Vice Chair, Treasurer, Secretary, Assistant Treasurer, Assistant Secretary.

The Ward Officers’ duties include planning the meetings of the Executive Ward Committee. Ward Executive Committee members should propose agenda items to the Ward Leader and Ward Chair at least one week prior to the meeting.

NOTE: This section is not finalized and will be revisited to consider inclusion regarding prohibitions related to relationships between the Ward Leader and elected officials and/or candidates.

IX. Monthly Meetings of County Committee

The Ward Leader is expected to attend the regular meetings of the County Committee. Within 15 days following the meeting, the Ward Leader will brief the Ward Committee regarding the County Committee’s discussions with a written summary of the meetings and the votes that took place at the meetings.

X. Amendments to Bylaws

Bylaws may be added, repealed or amended at any time by vote of two thirds majority of quorum of Committee people in attendance. Any Committee person may propose a change to the bylaws.

Appendix A: Definitions

BUSINESS PARTNER: ​A legal form of business operation between two or more individuals who share management and profits.

CHAIR: Where the word “Chair” is used to designate the head of a committee, it shall mean either a male or female.

COUNTY COMMITTEE: Where the phrase “County Committee” is used it shall mean the Philadelphia County Democratic Executive Committee.

ELECTORS: An elector shall be one who is duly registered in the City and County of Philadelphia as a member of the Democratic Party.

ENDORSEMENT: The act of giving one’s public approval or support to someone or something.

FAMILY MEMBER: A family member is a parent, child, sibling, or spouse.

MEMBERSHIP: The membership of a committee shall be understood to mean all of those members of the committee whose names are enrolled as members of the committee, at the time the matter in question shall have arisen; and against whom no action for expulsion or suspension is pending and undetermined.

DISTRICT: A district is any subdivision of the County as subdivided by the General Assembly, such as — Congressional, Senatorial, Councilmanic and Legislative district, and the wards within the boundaries so fixed shall comprise the said district.

DIVISION: A division is a subdivision of the ward as fixed by the courts of Philadelphia.

PRIMARY RESIDENCE: A person’s primary residence, or main residence is the dwelling where they usually live. A person can only have one primary residence at any given time, though they may share the residence with other people.

QUORUM: A quorum shall be made up of a majority of those enrolled as qualified members of the organization or committee. The members present at a duly organized meeting may continue to do business until adjournment, even though a sufficient number shall have withdrawn as to leave less than a quorum. If a meeting cannot be organized because a quorum has not attended, those present may adjourn the meeting to such time as they may determine. If a quorum is not in attendance at the second of such adjourned meetings, those in attendance, although less than the quorum fixed above, shall, nevertheless, constitute a quorum for the purpose of proceeding with the business of the said meetings. A vote cannot be taken without a quorum present.

SIMPLE MAJORITY: A majority in which the highest number of votes cast for any one candidate, issue, or item exceeds the second-highest number, while not constituting an absolute majority.

TIME: Where “time” is designated, it shall mean the time that is being recognized by the Municipal Authority.

WARD COMMITTEE: Where the phrase ‘Ward Committee” is used, it shall mean the Ward Democratic Executive Committee.

WARDS: A ward is a subdivision of the County as fixed by the courts of Philadelphia.