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Bylaws of Border City Squares
Nashua, NH 03060
June 2007
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 as 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.
SECTION 3: Incorporation
The Border City Squares club is registered with the State of New Hampshire as a voluntary corporation under Title XXVII, Chapter 292, of the New Hampshire revised statutes. The business ID is: 396926
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 ModernWestern 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:
SECTION 6: Special HonoraryMembers
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.
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.
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, and present a copy of the bylaws and a membership list to new members. The Secretary will file, or arrange to be filed, any reports required by the State of New Hampshire or other government agency.
D: Treasurer
· The Treasurer shall be custodian of the club funds, shall keep an accurate record of all monies received and disbursements made, and 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 insure that a record of attendance of the club members at the club functions is maintained.
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 Past President will appoint a financial review committee of at least two 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 members verified to their satisfaction the financial condition of the club treasury will be presented to the new Board inconjunction with turning over the finances to the new Treasurer.
At the beginning of the year, the Treasurer shall supply the Secretary with a list ofmembers who have paid their annual dues, and update the list monthly at theBoard 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 committee 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 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).
TheClass 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.
H: Publicity Chairperson
· The Publicity Chairperson is responsible for the promotion of the Border City Squares and its activities. This responsibility 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.
· The Publicity Chairperson may form a Publicity Chair committee made up of one or more club members to assist in these responsibilities.
I: Past President
The Past President shall receive all financial records at the changeover 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. Positions on the Board may be held jointly in order to share the workload. Each position will have 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 committees, 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 theExecutive 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. The term of office shall match the dates defined for the membership year. If the graduation date for a class of new dancers will occur between June30th 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 May1st 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 serve in the same office for more than two consecutive years except as stated in the case of the Class Chairperson, or in the case of appointment to fill a vacant position.
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.
SECTION4: Changeover Meeting
Following the election of officers, and as near as practical to the beginning of the club membership year, the outgoing Executive Board will meet jointly with the newly elected Executive Board to affect an orderly transition of responsibilities, club records, monies, etc., and other outstanding business. The outgoing President will preside; or the outgoing Vice President in the case of the President’s absence. All officers present (both outgoing and incoming) will have equal votes on all business conducted.
SECTION 5: 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 amendmentto all members. Approval by a majority vote of the members /revision and time and place of a special general meeting shall be advertised present will amendthree years to review the club bylaws for relevancy to the /revise these bylaws. The club President shall appoint a Bylaws committee every 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 JUNE 2007 HAVING BEEN ACCEPTED BY MAJORITY VOTE OF THE BORDER CITY SQUARES, SUPERSEDE ALL PREVIOUS BYLAWS.
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President
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Secretary