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Western Dance Association
The principal purpose of the Trustees will be as liaison group between the Board of Directors and the general membership. The Trustees will be deemed to be their respective groups’ representatives in all matters. The Trustees will elect the Board of Directors at the February meeting.
At least sixty (60) days prior to the February meeting the board of Directors shall appoint a nominating committee consisting of one (1) board member, who’s term has at least one year to run, and two (2) additional members of the Western Dance Association. It shall be the duty of this committee to place in nomination at the February meeting one (1) couple (2 people) for each vacancy on the Board of Directors plus at least on (1) additional couple. Each candidate shall have had experience in at least one of the following positions: dance club officer, dance club committee chairman, WDA Trustee, and/or area council delegate. Names may also be presented for nomination from the floor at the proper time. No names, either from the nominating committee or from the floor, shall be accepted unless the persons whose names are placed in nomination have agreed to serve if elected.
The Trustees shall hold a meeting on the first Sunday of February. While other business may be conducted at this meeting, its primary purpose will be to elect successors to members of the board of Directors as their terms expire. A second meeting for general business will be scheduled in September. The board of directors will determine this date two (2) month’s prior and will notify the Trustees. Each office of the Board of Directors has vote at all Trustees meetings. Written notice of every meeting, including the general meetings shall be sent by letter or postcard to the mailing address of each Trustee at least ten (10) days prior to the meeting. In addition to the date, place and hour of the meeting, said notice shall notify the Trustee of the nature of any special business to be handled at said meeting. Notices of special meetings shall state the business to be transacted and only the stated business shall be transacted.
All meetings of every group shall be conducted in accordance with Robert's rules of Order.
A quorum for conducting business shall consist of not less than fifteen (15) individual Trustees.
Proxies to cast the votes of non-attending Trustees from the dance clubs, groups, or organizations shall be permitted at any Trustees meeting, provided the name of each proxy is received by the Secretary of the Board of Directors, in writing, at least two hours before the meeting. If proxy changes are not submitted in writing two (2) hours prior to the meeting, the proxy will not vote. Proxies to cast the votes of non-attending Directors shall not be permitted at any meeting. Article IV a) Qualification: The board of Directors shall be composed of seven (7) couples/singles who are active members of the Association but need not be members of the Trustees.
The terms of the Board of Directors shall run from the Second Sunday of February to the Second Sunday of February for a period of two (2) years. The Trustees at the February meeting will fill expired terms. A member of the board of Directors may be re-elected to an additional two (2) year term. Maximum term for any Director shall not extend beyond four (4) consecutive years.
Vacancies on the Board of Directors shall be appointed by the President with the approval of the Board of Directors from the runner-up candidates at the last general election, whenever possible. If none, the President shall appoint a replacement from the membership at large, with the approval of the Board of Directors. Those filling said vacancies shall serve until the February meeting of the Trustees, at which time successors shall be elected to serve out the un-expired terms of the Directors whose vacancies are filled.
Seven (7) individual members of the Board of Directors shall constitute a quorum. Article V a) Definition: The Officers shall be President, Vice President, Treasurer, Secretary, Assistant Secretary, Building/Maintenance Chairman, and Program Chairman. The Board of Directors shall elect the officer positions from its own membership at the first meeting following the February meeting of the Trustees. Officers shall retain those positions until the next year when their successors are elected. It is required that the elected President of the Western Dance Association has served at least one year on the Board of Directors. The President with the approval of the Board of Directors shall also fill any vacancies during the year.
The President shall preside at all preside at all the meetings of the Board of directors, the Trustees and of the entire membership. The President shall have the authority common to presidents of organizations; such as appointing committees and committee chairs, call meetings of the Board of Directors and the trustees and acting as the representative of the Association before public and private groups.
The Vice President shall serve a President in the President’s absence and shall fill the position of President if that position is vacated. The Vice President shall be Chairman of the annual Salmon Barbecue.
The Treasurer shall be in charge of all funds of the Association. The Treasurer shall keep an up to date set of books showing receipts and expenditures and shall periodically, but at least prior to every February meeting of the Trustees, furnish each Director and each trustee with a balance sheet summarizing the financial status of the Association. A financial report of the previous six months shall be read at the September meeting with copies only being presented to each of the Board of Directors. The books shall be available and subject to inspection by any Director or Trustee at any reasonable time. All checks shall be signed by the Treasurer and either the President or the Vice President. Monies from the Special floor fund may only be used for the replacement or repair of the floor and such use requires Trustee approval.
The Secretary shall have the responsibilities and functions usual for Secretaries in similar organizations. The Secretary shall keep an up to date minute book in which the Secretary will record minutes for every meeting of the Trustees and the Board of Directors as well as those of any executive committee amended. It the Secretary is not a member of the executive committee or committees the Secretary shall assist the member delegated by said committee in the keeping of minute inserts and shall be responsible for getting said inserts place in the main minute book. The Secretary shall, except for special letters and communications handled be the President or otherwise provided for, handle the correspondence of the Association.
The Assistant Secretary shall be responsible for maintaining an up to date list of Active and Associate memberships. The Assistant Secretary shall be responsible for hall reservations to clubs that belong to the Spokane Area Council. If necessary, the Assistant Secretary shall assume the duties of the Secretary in the Secretary’s absence.
Shall be in charge of supplies for the hall, regular day-to-day maintenance, minor repairs and the caretaker.
Is responsible for contracting callers and cuers for Western Dance Western Dance Association dances, with the exception of the Salmon Barbecue caller, who is voted on by the Western Dance Association Board of Directors. Article VI In order to serve the majority of the members of the Western Dance Association, the use of the Western Dance Center shall be confined to the original purpose for which the Western Dance Center was constructed, that of furnishing a hall for square, round and folk dancing as taught by the majority of members of the Spokane Callers and Cuers Association.
The Assistant Secretary may rent to Washington State Federated dance clubs, groups and organizations the use of the Western Dance Center for club related activities, e.g. potlucks, meetings, etc.
As long as a club continues active membership in the State Federation, its established use of the Western Dance Center will not be affected by a change in name, and/or a merger or joining with another club.
In the tradition and courtesy of square, round and folk dancing, the following dress code shall be observed for all Western Dance Association dances and recommended for all other dances: Shoes are required. Ladies: skirts and blouses, or dresses. Gentlemen: Long sleeved shirts and trousers. No hats. Special advertised theme dances are an exception.
It is the responsibility of each dance club, group or organization to ensure that their caller/cuer is BMI/ASCAP licensed.
By agreement with the Spokane county Parks, the Silver Spurs group is assured use of the Western Dance Center one time a year.
The following rules shall be observed for the preservation of the hall and the safety of the dancers: Any thing harmful to the dance floor is unacceptable, e.g., food and/or drink, candles without protective cups, and cleats/taps. The Western Dance Center shall be smoke free.
A club that continues active membership in the State Federation, and has established use of the Western Dance Center during the regular dance season will have priority to continue use of the Western Dance Center, as established, in successive dance seasons; except in the case of a gross violation of the rules for dancing in the Western Dance Center, until such time as the club voluntarily relinquishes its right to do so. Article VII These By-laws may be amended by a 2/3-majority vote by those voting at a Trustees General and/or special meeting, a quorum being present. Proposed amendments must be submitted in writing to the Western Dance Association Board of Directors. Due notice of proposed amendment shall be given to all trustees at least thirty (30) days prior to the meeting date upon which an amendment is voted. Proposed changes to the bylaws when mailed to the Trustees for their information and consideration shall be accompanied by an explanation as to why the changes are being proposed. Review of the bylaws shall occur not less than every two (2) years on the odd year. Article VIII EXPENSE AND COMPENSATION Unless otherwise provided by the Board of Directors all Officers and Trustees shall receive no compensation for their service in behalf of the Association, but shall be entitled to their actual expenses, subject to allowance and approval thereof by the Board of Directors. DISBURSEMENTS OF DISSOLUTION FUNDS AND PROPERTY In the event of dissolution of the Western Dance Association, all monies and property will revert to the Spokane Area council of Square Dancers. Article IX The Western Dance Association Board of Directors hereby establishes a Building Advisory Committee. This committee shall, at the direction of the Board of Directors, advise, pan and coordinate the future development and improvements of the Western Dance center. This Advisory committee shall consist of three (3) Western Dance Association members appointed by the Board of Directors, each serving a three (3) year term beginning March 1st. This term may end at any time at the request of the Western Dance association Board of Directors or the individual committee member. A new member may be appointed or a successive term may be served. One member of the Advisory committee shall attend the regular June meeting of the Western Dance Association Board of Directors. The advisory Committee shall present their recommendations to the Board through the Building and Maintenance Chairperson and may attend Board meetings at his request, but are not entitled to vote on any matters before the Western Dance Association Board of Directors. The Building Advisory Committee shall be responsible to (1) the Western Dance Association Board of Directors and (2) the general membership.
Edited 1958 Revised 1982, 1992, 1993, 1995, 1998, 1999,2000 |
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