08/27/08

Note:  Standing rules will be divided into three basic sections, Square Dance, Clogging, and other forms of dance supported by the CLUB.  This division is done to add clarity and simplify operation of the CLUB in those activities.

ARTICLE VI        AMENDMENTS TO THE CONSTITUTION AND STANDING RULES

A.  Any proposed amendments to the Constitution must be submitted, to the Board first, prior to being presented to the general membership for possible ratification.

B.  Any proposed amendments to the Constitution will have a minimum 28-day awareness period by the general membership, prior to being presented for possible ratification.  The awareness period will be from a reading at one scheduled general membership meeting and publication in the CLUB Newsletter. 

The reading and publication may be concurrent.

C.  Any proposed amendments to the Constitution following the awareness period, and in order, may be presented for proposal, second, and voted at a subsequent general membership meeting.  Passage of the amendment will require a two-thirds majority of the general membership present.

D.  Any amendment once ratified, signed, and witnessed will not become effective until after publication by the CLUB secretary in the CLUB Newsletter.

E.  Any proposed amendments to the Standing Rules must be submitted to the Board first, and then may be submitted with no awareness period at an applicable membership meeting.  Following ratification, publication is not required before becoming effective.

F.  Any proposed amendment to the Standing Rule sections for Clogging or other form of dance may also be presented and ratified at a scheduled general membership meeting called by the Steering Committees of those activities.

G.  Any CLUB member in good standing may propose an amendment to the Constitution or Standing Rules.

ARTICLE  VII              MEETINGS

A.  Official CLUB business shall be transacted at Board or CLUB meetings.  Minutes of all these meetings will be recorded and made available for viewing by any CLUB member in good standing.  “Roberts Rules of Order” will be used as a guide and will be used to settle disputes.

B.  Two CLUB business meetings shall be scheduled each year, one in the summer during the CLUB’s picnic and one during the first quarter of the year at a date and time determined by the CLUB president.

C.  Scheduled general membership meetings for specific business as related only to other forms of dance may be scheduled by the Steering Committees as required.  Notification to the general membership of such meetings will be the responsibility of the applicable Vice President.

D.  CLUB members are encouraged to attend Board meetings. Any member present retains the right to enter into discussions, although only board members may present motions, second motions, and vote on motions or actions of the board.

E.  Special CLUB or Board meetings may be called by the President or a Board Member. 

F.  Notification to the general membership of a special CLUB meeting shall be a minimum of two weeks prior to the meeting, and will be the responsibility of the President.  This notification shall include: the location, date, time and agenda for the meeting.  The two-week notification minimum may be waived by the CLUB President, if the President determines the meeting to be an emergency meeting.

G.  Unless specifically stated, a simple majority of the quorum will ratify a vote.

H.  Board meetings when called, if after three attempts to notify all Board members a quorum cannot be assembled, a special membership meeting shall be called to solve any problem that exist.

ARTICLE   VIII           QUORUM

A.  A quorum at any CLUB membership meeting shall consist of CLUB members present.

B.  A quorum for the Executive Board shall consist of three fourths of its members.

C.    A quorum at a Board of Directors meeting shall consist of three fourths of the Board members.

ARTICLE  IX               ELECTION OF OFFICERS

A.  The President, Vice President, Vice President Clogging (or other form of dance), Secretary, and Treasurer shall be elected to hold office for one year commencing June first of each year.

B.  Full members and Lifetime members in good standing will be eligible to vote on, and hold all elected officer positions.

C.  Associate members in good standing will be eligible to vote on and hold the positions of Vice President Clogging (or other form of dance).

D.  Elections will be held at the general membership meeting held in the first quarter of the year.

ARTICLE  X                 ELECTED OFFICER DUTIES

A.  President:  The President shall preside at CLUB and Board meetings, shall also designate committee chairpersons, with the exception to the Steering Committee Chairpersons.  The President will in general oversee all activities and interests of the CLUB.  The President shall have no vote other than to break a tie.

B.  Vice President:  The Vice President shall preside in the absence of the President.  The Vice President shall be the administrative officer of the beginners Square Dance classes sponsored by the CLUB and shall keep an accurate list of names, phone numbers, and addresses of those persons taking classes.

C.  Vice President Clogging (or other form of dance):  The Vice President Clogging (or other form of dance) shall be the administrative officer of that function and shall keep an accurate list of names, phone numbers and addresses of people taking lessons.  The Vice President shall be the direct liaison between the interest group and the Board of Directors.

D.  Secretary:

1.  The Secretary shall take the minutes of all CLUB general membership, board meetings, as well as keeping a permanent record of the CLUB.  The Secretary shall maintain the Corporate Minute Book, as required by the State of Washington.

2.  The Secretary shall gather minutes taken by the Steering Committee Secretaries from committee meetings and membership meetings specific to those interest groups.   The minutes will then also be included in the permanent record of the CLUB.

3.  The Secretary shall complete all correspondence as required by the Organization and maintain permanent records of the same.  The Secretary shall also maintain a roll of attending members at all CLUB Board meetings.

F.  Treasurer:

1.  The Treasurer shall collect all dues and other monies for the CLUB.  The Treasurer shall keep an accurate account of all income and expenditures of CLUB funds and give a report at CLUB general membership meetings or as directed by the CLUB membership or President.

2.  The Treasurer shall maintain permanent records of contracts or other financial dealings.  Furthermore, the Treasurer will maintain the CLUB roster consisting of all paid and honorary CLUB members.  A CLUB roster will be made available to all members in good standing upon request.

3.  The CLUB Treasurer will, upon request, list specific financial information for the steering committees to assist in budget formulation.

4.  The CLUB Treasurer will retain the approved Steering Committee budget requested as part of the permanent records.

5.    An audit committee will be established to perform a yearly audit of the CLUB books.

G.  Publicity Chairman:

The Publicity Chairman will work with the President and Board of Directors to publicize all aspects of the CLUB.  This will include CLUB functions, dances , lessons, activities, events and etc.  Additionally, the Publicity Chairman will maintain the CLUB roster consisting of all paid and honorary CLUB members and past CLUB members.  A CLUB roster will be made available to all members in good standing upon request.

ARTICLE  XI               MEMBERSHIP

A.  General:

1.  CLUB membership is limited to persons eighteen years of age or older, unless their parents are members of the CLUB.

2.  All new applicants will complete a membership form.  The applicant will then be directed to one of the Vice Presidents who with two other Board members will review the application and approve or disapprove the application.

3.  No one will be excluded from membership because of marital status.

4.  A member is considered in good standing when their dues are paid up to date and they conduct themselves in such a manner that does not bring public embarrassment to the CLUB.

5.  In the event that the graduating class from Square Dance lessons will put the full membership over the membership limit; the CLUB will have the authority to accept the entire class.

6.  The CLUB will be limited to 300 active members.

7.  The term general membership will mean all active members of any level.

B.  Full membership:

1.  This membership will be made available to those individuals whose primary interest is in by not limited to Square Dancing and has successfully completed lessons or who has Square Dance experience.

2.  Full membership will be limited to 200 members.

C. Associate Membership:

1.  This membership will be made available to those individuals whose interest is limited to forms of dance other than square dancing. 

2.  Associate members will be limited to 100.

3.  Associate members will be encouraged to become fall members by completing Square Dance lessons and taking an interest in Square Dancing.

D.  Honorary Members:

1.  With the recommendation to the Board and approval of the general membership, persons may be designated "Honorary Members" for services they have rendered to the CLUB.

2.  The Caller, Cuer, and Clogging Teacher and their spouses are Honorary Members.

3.  Honorary members have all the privileges of full members, except voting power.  Honorary members are not required to pay dues or be requested to pay any suggested admission donation to CLUB dances.

E.  Life Time Members:

1.  With the recommendation of the Board and approval of the general membership, persons may be designated “Life Time Members", for services they have rendered to the CLUB.

2.  Life Time members have all the privileges of full members and are not required to pay dues or be requested to pay any suggested admission donation to CLUB dances.

F.  Snowbird Members

1.     This membership will be made available to those individuals who leave the area for at least 3          months a year during the dance season. (September through May)

2.  Application shall be made to the CLUB President, and approval by the Board is required.

3.     Snow Birds have all the privileges and responsibilities of full members, but can not hold any       elected officer position.

ARTICLE XII               ALCOHOLIC BEVERAGES

A.  It shall be the policy of the CLUB that the drinking of alcoholic beverages or being under the influence of alcohol while attending a CLUB dance by CLUB members or guests is not acceptable.  Applicants applying for membership must subscribe to this policy.  The CLUB will take all possible action to ensure that all members conduct themselves accordingly.

B.  CLUB funds will not be used to purchase alcoholic beverages.

ARTICLE XIII             STEERING COMMITTEE

A.  The Steering Committee will be assembled by the Vice President for dance form other than Square Dancing.  The Steering Committee will be responsible for the coordination and production of all of the activities of the applicable interest group.

B.  Each Steering Committee will have a minimum of four CLUB members, the Vice President will be the chairperson, and one CLUB member will assume the role of recording secretary.

C.  The Steering Committee will, prior to each dance season, formulate a budget for the season.  The Vice president for the applicable interest group will present the budget request to the Board of Directors for approval.

ARTICLE XIV              OTHER COMMITTEES

General:

1.  The following listed committee chairpersons are appointed by the CLUB President. In order to operate the CLUB and equitably divide some of the responsibilities, the committees will have no minimum numbers including the chairperson.

2.  All committee activities will be reported as requested at Board and General membership meetings.

3.  Only CLUB members in good standing shall be eligible as a committee member.

A.  Fund Raising:  Is responsible for implementation of the annual fund-raising event.

B.  Newsletter:  Is responsible for publishing the official CLUB newsletter.

C.  Program:

1.  Is responsible for selecting the themes for the CLUB Square Dances.  Is also responsible for assigning CLUB members to act as hosts for the Square Dance and Square Dance Lessons.

2.  The committee chairperson will be responsible for the issue of the CLUB calendars.

3.  The committee chairperson will maintain contact with the Vice President and Assistant Vice Presidents to ensure activities of each group are complimentary and do not conflict with each other.

D.    Council Delegates: The CLUB is a member of the Central Puget Sound Council of Square and Folk Dance Federation of Washington.  Two delegates are to represent the CLUB at all council meetings.  report may be written or verbal

E.  Quartermaster:  Is the responsible for identifying, cataloging, and tracking the location of 

      the CLUB equipment or properly.  Additionally, the Quartermaster will assure that

      adequate supplies are on hand for each dance.

F.  Scrapbook:  Will retain and organize a scrapbook of showing the CLUB activities over

      the years

G.  Sunshine:  Is responsible for sending remembrances for those who are ill or in need of

      help.

Note:  All members are expected to advise the Sunshine chairperson of any member or CLUB friends they know to be in this situation.

ARTICLE XV               DUES

The membership year begins on September 1^st of each year and ends on August 31^st of the following year.

A.  Full CLUB membership annual dues will be determined by the Board of Directors and are

      payable by the first dance in September.  The dues may be paid in three installments due

      at the beginning of each quarter.

B.  Full CLUB membership will include admission to all normally scheduled Square Dances

      in the normal dance season.  Should the CLUB schedule additional Square Dances

      outside the dance season, full CLUB members will be asked to contribute the suggested

      admission donations.

C.  Associate and Snowbirds CLUB membership annual dues will be determined by the

      Board of Directors and are payable by the first dance in September.

ARTICLE  XVI             ATTENDANCE ROSTERS

Attendance rosters will be initiated at ALL official CLUB functions.  The roster will be retained for CLUB records for a minimum of three years.  The roster will include all CLUB members, guest and/or students present at the function.

ARTICLE  XVII           DEFINITIONS OF INTEREST GROUPS

A.  These are CLUB members who have similar interests in a form of dance but not necessarily their primary interests, other than the CLUB core activities of Square Dancing.

B.  An interest group may be formed when nine (9) or more CLUB members together petition the CLUB President and general membership for recognition as a group.  Then, following ratification by the CLUB membership they may conduct activities specifically tailored to the form of dance expressed.

ARTICLE  XVIII                   DEFINITION OF STANDING RULES

According to Robert Rules of Order Revised and Parliamentary Law at a Glance, by Utter.  The following are some generalities that apply to any set of Standing Rules.

1.  Standing Rules can be adopted from time to time as needed.

2.  Standing Rules are usually nothing more than important rules or policies adopted by an organization not appearing in its constitution, articles of incorporation, or Bylaws.  Most rules can be found in past minutes as approved motions.

3.  A complete separate listing of Standing Rules is necessary, in addition to appearing in the minutes, for the convenience of officers, committee chairs and other members.  It aids conduct of the business by providing a ready reference when policies or procedures of the organization are being questioned.

4.  Standing Rules should contain only rules of a continuing nature and these may by adopted by a majority at any meeting without previous notice.

5.  Standing Rules may be suspended for a single meeting, amended, or rescinded, by a two-thirds vote.

6.  Standing Rules are not Bylaws, but they have the force of Bylaws and will remain in force until rescinded.

7.  No, Standing Rule, resolution, or motion is in order that conflicts with the Bylaws, articles of incorporation, or other Standing Rules.  The constitution will contain all the rules and regulations to operate the CLUB as a business and governs in all CLUB authorized activities.