Bylaws of Border City Squares

Nashua, NH 03060

April 2001

PREAMBLE

The members of this club are banded together in a spirit of friendliness and good fellowship to share and promote the pleasure of square dancing. In order that the club may function smoothly for the benefit of all, the following bylaws are herewith established, and are intended only has a guide towards the orderly function of the club.

ARTICLE I - ORGANIZATION

SECTION 1: Name

The name of this club shall be BORDER CITY SQUARES.

SECTION 2: Purpose

The Border City Squares club is formed on a non-profit basis to foster and advance the art of square dancing, to provide a place where dancers may enjoy dancing together in a spirit of friendliness and cooperation and where each member is allowed the opportunity of sharing the responsibilities of the club.

ARTICLE II - MEMBERSHIP

SECTION 1: Qualifications

Membership in the Border City Squares is open to all persons 16 years of age or older who have either completed a prescribed course in Modern Western Square Dancing or have clearly demonstrated an equivalent ability. Persons 16 years of age or older may enroll in a Border City Squares new dancer lessons in preparation for membership.

Sponsored membership is open to persons below the age of 16 who are accompanied by an adult member 21 years of age or older who shall be responsible for the sponsored member’s behavior. Sponsored members are expected to have completed a prescribed course in Modern Western Square Dancing or to have clearly demonstrated an equivalent ability. If accompanied by a responsible adult, persons below the age of 16 may enroll in a Border City Squares new dancer lessons in preparation for membership.

SECTION 2: Membership Term

The membership term shall extend from June 1st to May 31st of the following year.

SECTION 3: Dues

The membership fee (dues) shall be established by the Executive Board and published in the club newsletter.

SECTION 4: Membership Status

Dancers will be considered active members in good standing as long as their dues are paid and their conduct at dances is considered acceptable. Dues must be paid on or before June 1st to retain continuous membership status. Persons graduating from Border City Squares new dancer lessons shall be accorded all membership privileges for two months following graduation. Membership may be revoked by an affirmative vote of two thirds of the Executive Board when a member's conduct is adjudged detrimental to the club or square dancing.

SECTION 5: Membership Privileges

All members in good standing are entitled to the following privileges:

  1. Attend all club/class functions.
  2. Vote in all Border City Squares general meetings.
  3. Receive the monthly newsletter. In the case of members living at the same address, the Newsletter Editor may choose to send only one copy of the newsletter to that address.
  4. Admission to new dancer lessons (subject to provisions of Article V, Section 2).
  5. Special discount plans for admission to dances, workshops, etc. as established by the Executive Board.
  6. Copy of the bylaws to be given to graduates and all new club members.
  • Members 18 years of age or older and in good standing are entitled to hold elected or appointed office.
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    SECTION 6: Special Honorary Members

    Honorary membership will be awarded at the discretion of the Executive Board by unanimous vote only. Honorary membership is separate from active membership making it purely an honorary status. Payment of dues is still required to be considered an active member. The period of honorary membership will be one year. New dancers attending lessons are considered honorary members.

    SECTION 7: Square Dance Attire

    Square dance attire is suggested for all square dances and workshops. (e.g. men in long sleeve shirts and long trousers, women in square dance dress or skirt, and soft sole shoes for all.)

    Article III - OFFICERS AND THEIR DUTIES

    SECTION 1: Elected Officers

    The elected officers shall be the President, Vice-President, Secretary, Treasurer, Club Chairperson, Class Chairperson, Banner Chairperson, and Publicity Chairperson.

    SECTION 2: Duties of the Officers

    A: President

  • The President is the official head and host of the club and as such shall preside at all dances and meeting of the club and/or Executive Board. He/she shall be a member ex-officio of all committees and may form or disband special committees as he/she deems necessary. The President or representative shall monitor the club's e-mail account and post office box. The President, consulting with the Vice President, shall be empowered to act in temporary emergencies such as change of hall, caller, etc. The President, with Treasurer's approval, may sign checks in the absence of the Treasurer.

    • B: Vice-President

  • The Vice-President shall assume the duties of the President in the President’s absence, and shall assist the President whenever requested. The Vice-President shall be responsible for planning the club program for the following years (including proposing a list of callers and cuers to be contacted and a budget for fees to the Executive Board for approval). Upon Executive Board approval of the plan, the Vice-President shall execute contracts for halls, callers, cuers, and insurance. The Vice-President shall insure that all callers and cuers are properly certified and licensed in accordance with "BMI/ASCAP" to use all copy-righted material at all club events. The Vice-President shall prepare a financial plan for the following years and submit it to the Executive Board for approval at or before the April meeting. It shall be the duty of the Vice-President to review for historical, tax, or other value, all club records and correspondence from the previous years prior to the disposal of same.
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    C: Secretary

  • The Secretary shall maintain a correct record of all business proceedings, shall be custodian of all legal and insurance documents, shall maintain and publish the official membership list, shall keep a record of committee and banner raid participation by members, and shall keep the master copy of the bylaws and any items of policy adopted by the Executive Board. The Secretary will initiate appropriate action on the behalf of the club when a significant event occurs involving a member (e.g. serious illness, birth, death, etc.). The Secretary shall purchase all membership badges, present a copy of the bylaws and a membership list to new members.

    • D: Treasurer

  • The Treasurer shall be custodian of the club funds, shall keep an accurate record of all monies received and disbursement made, shall report the financial status at all business meetings. The Treasurer may maintain a petty cash fund, but all other monies shall be deposited in the club's bank account(s). Chairpersons of special events may retain control of petty cash for these events until completion of the event, at which time the monies must be turned over to the Treasurer. However, each such chairperson must provide an accounting to the Treasurer so that the Treasurer may present a complete financial report at each business meeting.

    The Treasurer shall record the attendance of the club members at the club functions and give that record to the Secretary.

    With the approval of the President, the Treasurer may authorize one or more club members to handle admission at a club function.

    The Treasurer will prepare an annual report and submit it to the incoming Executive Board at the changeover meeting. The new President will appoint a financial review committee of at least two new Board members to verify the current financial balance. The balance shown in the Treasurer's annual report must match the balance shown in the most recent bank statement excluding any outstanding checks and monies in any petty cash fund. An audit statement identifying the balance shown in the Treasurer's annual report, the date and balance shown in the most recent bank statement, any outstanding checks, the amount in any petty cash fund and stating that the two Board members verified to their satisfaction the financial condition of the club treasury will be presented to the new Board in conjunction with turning over the finances to the new Treasurer.

    The Treasure shall supply the Secretary with a current membership list at the beginning of the year and update it monthly at the Board meetings.

    • E: Club Chairperson

  • The Club Chairperson is responsible for the comfort and well being of club members and guests at all club level events. This responsibility includes but is not limited to:

    1. care of the hall,

    2. refreshments, and door prizes,

    3. store and maintain club equipment used at these activities (coolers, urns, decoration, etc.).

    4. assist and supervise committees (e.g. club dance host committees)

    5. unlock/open and close/secure dance hall for both setup and dances

    Equipment storage must be tailored to accommodate the use of the equipment (item 3) for the class program.

    The Club Chairperson will propose the committees organization to the Executive Board, and upon approval will be assisted by the Secretary and the President in staffing the committees.

    The Treasurer will authorize advances and payments as necessary and the Club Chairperson will give the Treasurer a monthly income and expense report and reconcile petty cash funds.

    • F: Class Chairperson

  • The Class Chairperson is responsible for the planning and operation of the new dancer program for the current year. This responsibility includes but is not limited to:

    1. class host,

    2. hospitality,

    3. teaching the new dancers those aspects of square dancing other than the material covered by the caller: such as clothing, badges, banner raids, etc.,

    4. provide temporary badges for new dancers; then upon graduation, coordinate with the Secretary to obtain club membership badges,

    5. recruitment of angels,

    6. care of the hall.

    7. assist and supervise committees (e.g. workshop host committees)

    The Class Chairperson will propose the committee organization to the Executive Board, and upon approval, will be assisted by the Secretary and the President in filling the committee.

    The Class Chairperson will also be responsible for fun nights, escorting the new dancers to class level dances, and class dance parties and graduation.

    The Class Chairperson will arrange with the Treasurer to make a detailed cash reconciliation on at least a monthly basis, will coordinate promotion requirements with the Publicity Chairperson, and will make appropriate arrangements with the Club Chairperson for use of club equipment.

    • G: Banner Chairperson

  • The Banner Chairperson is responsible for the banner exchanges with other clubs. This responsibility includes but is not limited to:

    1. planning and coordinating banner raids/retrievals,

    2. obtaining members support for banner trips to other clubs,

    3. helping members get to other clubs (such as leading car pools),

    4. maintaining and issuing the club's banners to raiding clubs,

    5. maintaining and returning the banners obtained from other clubs.

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    H: Publicity Chairperson

  • The Publicity Chairperson is responsible for the promotion of the Border City Squares and its activities. This responsibilit y includes but is not limited to:

    1. publishing the club newsletter,

    2. submitting news releases to the media,

    3. managing the advertising program with the Northeast Square Dance Magazine,

    4. coordinating with the Club Chairperson, Class Chairperson, and Banner Chairperson regarding promotional needs.

    5. maintain the club web site.

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  • The Publicity Chairperson may form a Publicity Chair committee made up of one or more club members to assist in these responsibilities.
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    I: Past President

    The Past President shall receive all financial records at the joint meeting of the board. The records shall be audited by two club members selected by the Past President.

    SECTION 3: Executive Board

    The elected officers and the immediate Past President shall constitute the Executive Board. All positions on the Board shall generally be held jointly with each person having one vote on all matters pertinent to the club. Unless elected to a Board position, the Club Caller shall be a member of the Executive Board in an advisory capacity only, and may attend meetings as his/her appointments may allow. The Board shall hold monthly meetings, except during the months of June or July, and whenever else the President deems necessary. The duties of the Executive Board shall be to approve standing committee, dance schedules, callers for club dances and workshops, hall for dances, and prepare an activity and financial plan for the following year (to be turned over to the incoming Board). Act upon all motions passed by a majority vote at a regular club meeting and conduct/approve all routine business of the club. Any vacancy in the Executive Board after the annual election will be filled by a club member appointed by the President and confirmed by a two-thirds vote of the Executive Board. Any member of the Executive Board absent from three consecutive meetings may be considered for replacement at the discretion of the Board.

    ARTICLE IV - ELECTION OF OFFICERS

    SECTION 1: Term of Office

    Officers shall be elected for a term of one year by the majority vote of the club members attending the annual meeting. If the graduation date for a class of new dancers will occur between June 30th and September 1st, the Class Chairperson office will be held jointly during that time by the outgoing and newly elected Class Chairperson. The outgoing Class Chairperson shall officate at the graduation. If a class of new dancers is started between May 1st and June 30th, the newly elected Class Chairperson is responsible for that class. Between May 1st and August 31st, more than one class of new dancers may be in session hence both the outgoing and newly elected Class Chairperson will be in office and be responsible for their respective classes.

    No elected officer may server in the same office for more than two consecutive years except as stated in the case of the Class Chairperson.

    SECTION 2: Nominations

    The Executive Board shall act as a Nominating Committee and select a complete slate of two or more candidates, if possible, for each of the offices of President, Vice-President, Secretary, Treasurer, Club Chairperson, Class Chairperson, Banner Chairperson, and Publicity Chairperson. The list shall be made public at least thirty (30) days prior to the annual meeting. Nominations from the floor will be in order at the annual meeting.

    SECTION 3: Elections

    Election of officers will be held at the annual meeting. The new officers shall assume their duties the following July 1st. The outgoing and incoming Boards shall hold a joint meeting to transfer all monies, records, etc. to the new officers.

    SECTION 4: Club Meetings

    One general meeting will be held each year, this annual meeting may be combined with workshops, suppers, etc. The annual meeting of the Board City Squares will be held either April or May, the date to be selected by the Executive Board. The primary purpose of the annual meeting is the elections of officers, but any appropriate items of business may be acted upon. Special general meetings may be convened by the Executive Board at any time. However, all members in good standing must be notified of the time, place, and the subject at least ten days prior to the meeting. The Executive Board will call a special general meeting at the request of any eight members in good standing. The eight members must make their request to the Executive Board at least four weeks in advance of the requested meeting. The Executive Board will then assist in scheduling the time and location for the meeting.

    ARTICLE V - GENERAL ITEMS

    SECTION 1: Club Caller

    The club caller shall teach the new dancer lessons. The Club Caller shall be chosen by the Executive Board and the appointment confirmed by a majority vote of the club members at the annual or special meeting. Following the acceptance by the club, the Club Caller shall be a member of the Executive Board in an advisory capacity. The Club Caller and spouse shall hold honorary memberships in the club and shall not be required to pay dues.

    SECTION 2: Admission Charges

    Charges for admission to new dancer and/or club functions will be established by the Executive Board and collected by the Treasurer or person(s) designated by the Treasurer. Special incentive plans for admission to dances, workshops and/or any other club functions may be established by the Executive Board at their discretion. By virtue of his/her required presence and work at club functions, the Treasurer shall be exempted from admission charges. This exemption also applies to the Chairperson of the Club or Class committee or his/her representative.

    SECTION 3: Bylaws Revisions and Amendments

    Proposed amendments to these bylaws may be forwarded in writing to the Executive Board by any member of the club. Upon approval by the Executive Board, the proposed amendment/revision and time and place of a special general meeting shall be advertised to all members. Approval by a majority vote of the members present will amend/revise these bylaws. The club President shall appoint a Bylaws committee every three years to review the club bylaws for relevancy to the current club membership and recommend such amendments/revisions as they feel necessary.

    SECTION 4: Club Dissolution

    If for any reason the club is dissolved, all funds that remain will be given to the "Crotched Mountain Rehabilitation Center" as shown on the incorporate papers on file with the New Hampshire Secretary of State.

    THESE BYLAWS OF APRIL 2001 HAVING BEEN ACCEPTED BY MAJORITY VOTE OF THE BORDER CITY SQUARES, SUPERSEDE ALL PREVIOUS BYLAWS.

     

     

    ____________________________

    President

    ____________________________

    Secretary