ARTICLE I
–
GENERAL
Section A
.
Name of Organization
The name of this organization shall be SUN
CITY COUNTRY WESTERN DANCE CLUB, hereinafter referred to as the Club.
Section B
.
Purpose of Organization
The purpose of this organization is to
conduct traditional country western partner dance events
·
With primarily recorded music
·
Rhythms will include: Two-Step, Polka, Waltz
and Western Swing but not limited to these rhythms.
Section C
. These bylaws willfully comply with the Association’s Governing Documents
(Documents), and Chartered Club Rules and Procedures (Rules). In the event of a conflict between
these bylaws and the Documents, or Rules, the Document or Rules will prevail.
Section D.
This organization shall be operated as a non-profit association in accordance with
applicable statutes and the Associations Documents.
ARTICLE II
–
MEMBERSHIP
Section A
. Membership shall be open to all Association members in good
standing
without discrimination as to race, religion,
color, ethnic culture, or national heritage.
Section B
. There shall be no precondition for membership, nor will members
be
required to join any national, state, or
regionally affiliated organization.
Section C. Guest Privileges
Club functions are generally for Club members
only. Guests will be welcomed at no charge, in the following instances:
1.
Sun City resident guests will be admitted a
maximum of two (2) times before membership is required.
2.
Relatives and friends of club members that
are not Sun City residents may be admitted from time to time, but this privilege shall not exceed
two (2) times.
Section D. Dues
Annual dues shall be set by a majority vote
of the Executive Board of Directors at a duly convened meeting of the Executive Board. Dues
are payable on a calendar year basis.
Section E.
All members are to understand and accept the by-laws of the Club and Rules of
Etiquette.
For new members, a full year’s dues shall be
owed if joining at any time during the year. However, if membership is paid in October,
November or December, it will be good for the following calendar year.
For renewing members, dues are payable on the
first day of the calendar year. Dues not paid by January 31 shall be deemed delinquent and the
member shall be dropped from the rolls. Such members may subsequently rejoin during the year,
but must pay a full year’s dues no matter when they renew.
The Executive Board may establish fees for
participation in special activities to defray costs, as provided for in the Sun City Texas
Chartered Club Rules and Procedures, and for use of Club facilities and equipment. A
differential fee may be established for participating guests.
ARTICLE III
–
OFFICERS
Section A. Executive Board of Directors
There shall be an Executive Board of
Directors (hereinafter referred to as the “Board”) consisting of: President, Vice President,
Secretary, Treasurer and Music Coordinator.
Section B. Officer Election
All officers shall be elected by a vote of
the general membership and shall serve without compensation.
Section C. Terms of Office and Responsibilities
The Executive Board shall be elected annually
as provided in Section D below. The term of office begins January 1 and ends December
31. Term of office shall be for one yar, but not to exceed two consecutive years in the same
office. Officers must be year-round fulltime residents.
President
shall preside over all Club meetings and be
responsible for the administration of all Club business, act as the principal liaison between the
Club and the Association, appoint committees as deemed necessary by the Board and ensure the
financial administrative integrity of the Club.
Vice President
shall perform the duties of President in the
latter’s absence and perform such other duties as may be requested by the President and handle the
membership roster.
Secretary
shall keep all records and minutes of the
meetings of the Membership and Board, conduct all correspondence relating to the Club and furnish
the Association with such reports as may be necessary. The Secretary will ensure that the
Secretary’s records are retained for three years and, upon leaving office, will pass the records to
the successor Secretary.
Treasurer
shall prepare an annual budget to be
presented to the Board, receive dues and other monies paid to the Club, including those monies paid
for planned activities, disburse funds in timely payment of all bills owed by the Club, maintain
appropriate books, ledgers and other accounting records reflecting the financial transactions of
the Club and its current financial condition, furnish the Association with such reports as may be
called for and report to the Membership on the financial condition of the Club at the last business
meeting of the calendar year and at other times as the President shall direct. The Treasurer
will ensure that the Treasurer’s records are retained for seven years and, upon leaving office,
will pass these records to the successor Treasurer.
Music Coordinator
shall insure music is correctly prepared for dances, assist in music
selection, and act as designated operator of audio equipment.
The Executive Board
shall:
1.
Endorse the proposed budget to be presented
to the membership for approval
2.
Set annual dues
3.
Review and approve reports prepared by the
Treasurer
4.
Approve all changes to the
budget
5.
Appoint chairs for newly formed committees
and fill any vacancies
6.
Carry out such other duties and exercise such
other powers as are normal for the Board of Directors of a non-profit organization
7.
Conduct such activities not specifically
restricted or preempted by other articles of the Bylaws or by the Rules of the
Association
8.
Approve all activities sponsored by the Sun
City Country Western Dance Club.
Section D. Nomination and Election Procedures
The Executive Board shall be elected by
written ballot at the annual business meeting.
Not less than 30 days prior to the election,
the Board shall appoint a Nominating Committee of not less than five members. It shall be the duty
of this committee to elect a chair and to propose a slate of Executive Board Members for the coming
year. This slate will consist of one candidate for each office, which will then be duly placed in
nomination. The Secretary shall place the names of the proposed slate of candidates onto the
official Club ballot. The ballot shall
provide spaces for other names, as
well.
At the annual business meeting, the ballots shall be
distributed to all Members in attendance. Nominations for additions to the names proposed by the
Nominating Committee shall be accepted from the floor. Members shall enter additional names onto
their ballots in the appropriate
place.
The Secretary shall collect all marked
ballots for counting by the Nominating Committee. The results shall be announced before the end of
the meeting. If there are no additional names proposed from the floor, the proposed slate shall be
elected by acclamation.
Section E. Meetings, Quorums, and Voting Procedures
A quorum for actions at meetings shall
consist of a majority of those Officers in attendance.
Section F. Succession Procedure
Should the office of the President become
vacant, the Vice- President will succeed to that position. Should any other office become vacant,
the President will fill the vacancy by
appointment from among the Membership,
subject to approval by a majority of the Executive Board.
ARTICLE IV – MEETINGS
Section A. Types and Frequencies of Meetings
A business meeting of the Membership shall be
held in the last calendar quarter of each year. It shall be for the purpose of electing Executive
Directors, receiving and approving the YTD report of the Treasurer, and conducting such other
business as may properly come before it.
The President may call other business
meetings of the Membership and must call such meetings when directed to do so by a majority vote of
the Executive Board. Such meeting shall be held in conjunction with a regularly scheduled social
meeting of the Club whenever possible.
The proceedings of all business meetings of
the Membership shall be recorded in minutes by or under the supervision of the Secretary. These
minutes shall be open for inspection by the Membership and by staff members and Directors of the
Association.
The Executive Board shall meet quarterly at
such time and place as designated by the President. A minimum of four Board members must be present
in order to meet. The President will also call such meetings as deemed necessary by the President
or when directed to do so by a minimum of
four of the Board members. The
proceedings of all Executive Board meetings shall be
recorded in minutes by or under the
supervision of the Secretary. These minutes shall be open for inspection by the Membership and by
staff members and Directors of the Association.
Section B. Conduct of Meetings / Parliamentary Procedure
Robert’s Rules of Order Newly Revised shall
govern the proceedings of all meetings of the Membership and Executive Board meetings.
Section C. Quorum Procedures
A quorum for actions at Executive Board
meetings shall consist of a majority of those Board members in attendance.
ARTICLE V
–
FINANCIAL
Section A
.
Financial records will be maintained for a
period of seven (7) years.
Section B
.
The Executive Board must authorize all
expenditures of Club funds, excluding those approved in annual budget. Expenditures in excess
of $1,000 shall require a vote of the Executive Board.
Section C
.
Financial records should be certified on an
annual basis by an individual(s) other than those elected to the executive board. The results of
the certification will be presented to the general membership and duly recorded in the applicable
minutes of the meeting at which presented.
Section D
.
Cash and Inventory Control Procedures
The reporting year shall be from January 1 through December 31 of each
year. Checks drawn against the checking account established for the Club in excess of $500
must be signed by two Executive Board members, one of which is an Officer. Checks drawn for $500 or
less may be signed by one Executive Board member.
ARTICLE VI – COMMITTEES
Section A. Appointment of Committees
Committee chairpersons may be appointed by
the Executive Board. Membership on each committee shall be selected by the Chair from volunteers of
Club Members in good standing.
Section B. Mission Statements
All committees will have written mission statements assigned prior to committee
appointment.
ARTICLE VII – AMENDMENTS
Section A
.
Amendments
The Board shall review the Bylaws of the Club
at least annually and recommend any changes to the Membership. Recommended amendments shall
require a majority vote of the Membership present at a meeting duly called for such
purpose and for which the required notice has been
given. After Membership approval, amendments must be reviewed by the Association. Upon
Association approval, the amendments become effective immediately unless stated
otherwise.
Section B
.
Amendments Proposed by the Membership
Any Member in good standing with the written
endorsements of at least four other Members in good standing may propose an amendment to these
bylaws to the Executive Board.
ARTICLE VIII – DISSOLUTION
Section A. Dissolution
Prior to Club dissolution, and after all
debts are satisfied, residual property and assets shall be turned over to the Association.
FOR THE CLUB:
FOR THE ASSOCIATION:
________________________________
______________________________
Name/Signature
Name/Signature
________________________________
______________________________
Date
Date
