APPROVED BY-LAWS FOR THE
METROPOLITAN
D.C. HAND DANCE PRESERVATION
SOCIETY
ARTICLE I
NAME
The formal name of the organization is the Metropolitan Washington D.C. Hand Dance Preservation Society. For operating convenience, the organization is known as the D.C. Hand Dance Club, herein referred to as the Club.
ARTICLE II
OBJECTIVE
The Club is a non-profit organization established to preserve and to promote a type of swing danced in the Metropolitan Washington area in the 1940’s, -50’s, and early 60’s. The dance is called “D.C. Hand Dancing” and is a very smooth style of swing noted for its complex hand-turns done in a circular pattern to the beat of moderate tempo rhythm and blues music.
ARTICLE III
OFFICERS AND DIRECTORS
The Club is governed by the Executive Committee (Board) composed of the elected officers and two directors as defined herein. Surviving founders may serve as non-voting advisors. In the event that a founder is elected an officer or director of the Club, that founder will be a voting member of the Executive Committee. All Officers and Directors are elected to a two-year term and may not succeed themselves for consecutive terms in the same office. Elected Officers assume their duties on September 1 following Club elections.
A. Titles and Duties
Section 1. President: Presides and maintains order at all meetings; explains and decides all questions of order; announces all business; creates committees and performs other such duties as necessary.
Section 2. First Vice President: In the absence of the President, presides and performs the duties of the President; coordinates committees and performs other duties as prescribed by the President.
Section 3. Second Vice
President: Serves as Co-Chairperson of the Ways and Means Committee; assists
the First Vice President; and performs such other duties as prescribed by the
President.
Section 4. Secretary: Administers and forwards telephone contacts to proper officers or committee chairpersons; records and reads minutes of meetings; responds to correspondence; organizes mailings to members; maintains points of contact of interest to members; and performs other duties as requested by the President.
Section 5. Treasurer: Manages Club revenues and maintains financial records for all transactions; disburses funds as authorized by the president officers with supporting receipts or invoices, issues checks in the name of the Club; provides written financial reports of club activities at each general membership meeting and as required by presiding officers at any other time; maintains membership roster; co-chairs Membership Committee and performs other duties as requested by the President.
Section 6. Directors: In addition to the above referenced officers, two elected Directors serve on the Executive Committee (Board) with full voting privileges.
ARTICLE IV
TERMS AND DEFINITIONS
Section 1. A Member in good standing is a person who has paid his/her annual club membership dues and is not on suspension.
Section 2. Membership is considered when application is received with payment. Dues are renewable on a yearly basis effective January 1. Members not renewing by March 1 will lose club voting privileges and will be charged guest fees for admission to Club events.
Section 3. A Grievance may be filed toward a member or Officer of the Club and will be submitted in writing to the President who will bring it before a closed session of the Board for disposition. Both complainant and accused will be allowed to present their respective positions to the Board upon request. Such presentations will be scheduled in advance and will be limited to 15 minutes. All such issues will be adjudicated in strictest confidence. The Board may revoke the membership of any member for unbecoming conduct, or other acts that reflect negatively on the Club.
Section 4. A Quorum of ten percent of the total membership in good standing is required for any binding vote at a general membership meeting or special meeting.
Section 5. A Special Election will be held in the event of the resignation or removal of the President or First Vice President. The First Vice President and Second Vice President shall move to fill the vacant office. Any vacancy in the office of Second Vice President, Secretary or Treasurer due to resignation or removal shall be filled by the unanimous vote of the remaining officers, and with the approval of the membership at the next general meeting provided a quorum is present. In the event that a unanimous decision cannot be reached by the remaining officers, the office will be open to the floor for nominations. A special election will then be held at the next general or special meeting or within 30 days of the failure of the board to fill the office as prescribed.
Section 6. Nominations and Voting. The Nominating Committee will present a list of candidates for office at a general meeting and in the newsletter no less than thirty (30) days prior to the closing date for voting in August of that year. Nominees must be members in good standing. In addition to the slate of candidates offered by the committee, additional nominations will be accepted from the floor at that general meeting.
Election of officers and directors will be by secret ballot. Write-in votes will be accepted only when additional nominee(s) have been accepted from the floor at a general meeting. Ballots will be opened and tallied, and the results will be reported prior to the close of that meeting and dance event. Neither nominees nor Executive Committee members shall have access to the ballots until the certified results are posted by the Nominating Committee.
ARTICLE V
STANDING RULES
Section 1. There will be six (6) general membership meetings per year to be held at a time and place designated by the Board. Major functions will be presented to and voted upon by the Board. Special meetings may be requested by the officers with prior notice to the membership.
Section 2. No member shall take it upon himself/herself to represent the Club at a private or public function including publicity in any media without prior approval of the presiding officers. Requests must be made in writing to the Secretary.
Section 3. All members shall represent the Club in an appropriate manner with the Club’s best interest in mind at all times and shall not benefit from any Club function for personal or financial gain without prior agreement from the Club.
Section 4. Members are responsible for their guests with respect to conduct and dress code. Age requirements are the same for guests as for members at all private Club events where alcohol is served.
Section 5. Rules of conduct are based on freedom of speech, respect for the individual, equal treatment for all, the principle that the majority rules, the right of the minority to be heard and the duty to abide by the will of the majority.
Section 6. Minutes from general meetings will be available in writing at the next meeting as well as being available to any member upon request to the President. Failure to provide timely reports will be subject to grievance by any member.
Section 7. If needed, a Sergeant-At-Arms may be appointed by the President.
Section 8. No member, officer, founder, or guest shall be admitted free of charge to a social function unless said occasion is designated as non-paying for members.
Section 9. Financial review of the Club’s accounts will be conducted annually by an outside auditor and completed no later than August 30th. Failure to perform a timely audit will be subject to grievance by any member.
Section 10. The Treasurer is authorized to disburse a maximum of $300 without the approval of the Board. All Club transactions will be by bank check and all revenues will be recorded by line item in the monthly Treasurer’s report. These shall include door receipts, raffle proceeds, merchandise sales and any other miscellaneous income. Failure to provide timely Treasurer’s reports will be subject to grievance by any member.
Section 11. All meetings shall be governed by Roberts Rules of Parliamentary Procedures.
Section 12. Any officer failing to perform the duties of his/her office or failing to represent the Club in an appropriate manner may be removed from office by a unanimous vote of the Board.
ARTICLE VI
COMMITTEES AND APPOINTMENTS
Section 1. Ways and Means. Proposes fundraising opportunities to the Board and assists in implementation of same.
Section 2. Charity. Suggests charities as recipients of donations from the Club.
Section 3. Membership. Promotes membership and helps the Treasurer maintain membership records and collect dues.
Section 4. Teacher Education and Training. Trains and instructs anyone wishing to teach under the auspices of the Club’s Standard Method. They will also recommend and provide certified instructors to individuals, groups, night clubs, etc. wishing instruction. Instructors will be categorized as to teaching level, i.e. “Beginner thru Advanced”. Presents workshops for members on a continuing basis and provides other teaching and training functions as required.
Section 5. Historical Archives. Maintains scrapbooks, photos, videos, and memorabilia contributed by members to aid in the preservation of the history of the dance. Maintain personal remembrances of the individual members of the dance venues, music, and culture of the Metropolitan Washington area when the dance was in its zenith.
Section 6. Hall of Fame. Makes recommendations of individuals, living or deceased to be considered for the Club Hall of Fame. Develops criteria for nominations to the Hall of Fame.
Section 7. Videographer. Appointed by the Board to record activities at Club-sponsored events as well as workshops and outside functions.
Section 8. Photographer. Appointed by the Board to take random photos for the Club archives, bulletin boards, newsletter, etc.
Section 9. Music. Maintains a list of local DJ’s and bands best judged for hand dancing. Members may contact this committee to obtain recommendations for parties, etc. Also maintains and provides members with a list of hand dancing music by title and artist of the most requested dance songs including original hand dance music and any new releases. Will try to broker discounts for Club members using any DJ or band.
Section 10. Demonstration and Competition Teams. Sole purpose is to promote D.C. Hand Dancing through community outreach. Schedules demonstrations with any group wishing to know more about our dance style. Seeks participants as needed. Participants must be advanced hand dancers and have the time and financial means to cover travel and other expenses.
Section 11. Club Merchandising. Provides ideas and cost estimates for merchandise bearing the Club logo. Budgetary approval by the Board is required for inventory items, but product selection will be at the discretion of this committee.
Section 12. Newsletter Committee. Writes, prints and distributes the newsletter. The newsletter is available at all Club meetings and is published six times per year. The staff consists of an Editor and Associate Editor. Committee chairpersons and officers provide reports to be used in the newsletter and members are encouraged to contribute articles of interest to be shared by all. Nominees for office may submit biographical data and election issues on a fee basis and as print space permits. The goal is to present a self-sustaining newsletter through ad fees.
Section 13. Phone Committee. Maintains a liaison with members who will make calls to members as needed.
Section 14. We-Care Committee. Sends out cards to members when alerted regarding illness, death in the family, anniversaries, births and other meaningful events.
Section 15. Door Committee. Collects admission fees to all events, merchandise sales, raffle proceeds and all other event revenues. Reports proceeds in writing at each event to be incorporated into the Treasurer’s monthly report. This committee has the discretion to check the dues status of anyone attending a club dance and is responsible for collecting guest fees for any attendee with unpaid dues.
ARTICLE VII
DISSOLUTION OF CLUB ASSETS
Section 1. In the event of the dissolution of the Club, any physical assets will be sold. The proceeds from such sale and cash from the Club accounts following satisfaction of all outstanding obligations shall be donated to one or more charities as voted on by the general membership, and shall be handled by the presiding Officers at the time of dissolution.
ARTICLE VIII
AMENDMENTS
Section 1. These by-laws may be amended by prior notice of the proposed amendment and a simple majority vote of the members present at the general and/or special meeting. Proposed amendments to the by-laws will be announced at a general meeting and in the newsletter, and posted for at least one monthly dance event. The proposed amendments will then be voted upon at a general membership meeting provided a quorum is present.
End of By-Laws.
ADDENDUM
With the exception of the below listed item, the provisions of the amended by-laws are effective on April 15, 2001 by vote of a quorum of the membership at a general membership meeting on April 14, 2001 and amended on November 26, 2005. The exception is as follows:
ARTICLE III OFFICERS AND DIRECTORS: Line 4
Following
inclusion of the MD Hand Dance Club as agreed
by the respective Boards, the D.C. Hand Dance Club shall add two voting
Directors to be named by the Board of the MD Hand Dance Club to serve from
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