Rock Hill Area Shag Club
By-Laws
As Voted and Amended December 2007
ARTICLE 1- NAME
A. The
name of the club shall be the Rock Hill Area Shag Club.
B. The
club calendar shall be January 1- December 31.
C. The
club shall operate as a non-profit organization. ARTICLE 2 - PREAMBLE The Rock Hill Area Shag Club is
established to promote and preserve our state dance, “The Shag", to enhance
its enjoyment, and to introduce it to others. ARTICLE 3 - MEMBERS SECTION 1 - MEMBERSHIP
A. The
membership shall meet monthly, and members shall be notified by newsletter or
the telephone committee.
B. The
place for the meetings shall be determined by the Board.
C.
Business meeting time shall be at the discretion of the Board.
D.
Membership is from January 1- December 31.
E.
Membership not renewed by December 31 shall become null and
void.
F.
Annual membership fee is $20.00 per person. SECTION 2 - MEMBER
A. The
word member shall be interpreted as an individual governed by the rules of:
1. The Rock
Hill Area Shag Club.
2. The
Association of Carolina Shag Clubs.
3.
Any rules and regulations imposed by associate clubs and/or
functions attended while representing the Rock Hill Area Shag Club. Reported
intentional infractions of these rules will be investigated by the Board of
Directors and appropriate action will be taken. Members conducting themselves
in any manner that would be detrimental to the club may be subject to
forfeiture of their membership rights.
B. The
member shall be at least 21 years of age. SECTION 3 - PROSPECTIVE NEW MEMBER A. Prospective
new members must submit an application with two signatures of club members who
will sign as sponsors.
B. Membership
will be approved or denied by the Board.
C. Voting
by the Board can be secret ballot and shall be approved or denied by two
thirds vote.
D. The
Board shall vote on applicant within 60 days after receipt of application.
E. If
application is denied, membership fee will be returned. ARTICLE 4 - GOVERNMENT SECTION 1- RULES A. All meetings
shall be conducted under the Robert's Rules of Order.
B. A
quorum of 15% of the current membership must be present in order to conduct
business at any meeting. SECTION 2 - AMENDMENTS Notification of proposed changes of any
business will be published in the newsletter. Changes to the By-laws, by
amendment or by revision, must be placed in front of the membership at least
thirty days prior to vote and must be passed by a two thirds vote of members
present. SECTION 3 - BOARD
A. The
club shall be governed by the Board, which shall consist of the President,
Vice President, Secretary, Treasurer, Social Director, Sergeant of Arms, and
Governor's Board.
B. The
Board shall supervise the affairs of the club and have one vote per board
member. SECTION 4 - OFFICERS
A. The
officers, who must be a member in good standing, shall be elected by current
members of the Rock Hill Area Shag Club to serve for one year
B. (January
1December 31).
C. All
elected officers cannot serve on a board or hold a voting office in another
shag club.
C. Any
officer missing three (3) business meetings may be removed from office. The
President shall, with two-thirds approval of the Board, appoint a new officer
to complete the term.
D. In
case of resignation of any officer, the Board will recommend a replacement to
the membership at the next business meeting and accept open nominations from
the floor. Majority vote of members present will carry.
E. The
officers of the Club shall be:
1. President
2. Vice-President
3. Secretary
4. Treasurer
5. Social
Director
6. Sergeant
of Arms
SECTION 5 - GOVERNOR'S BOARD The Governor's Board will consist of
the last three past presidents. They must be members in good standing. If one
past president does not wish to serve, it then falls back to the past president
who is next in line. The Governor's Board will have one vote and be advisor to
the president. The Governor's Board will also serve as the as the Liaison
Committee. SECTION 6 - NOMINATING COMMITTEE
A. A
nominating committee, consisting of at least (5) members - (at least one must be
a current Board member), shall be appointed by the President no later than
August 1 for the purpose of securing nominations for the upcoming year.
B. Nominations
will be presented to the membership via the newsletter at least (30) days prior
to election.
C. Nominations
will also be accepted from the floor during the nominating process.
D. Elections
shall be held within sixty (60) days after the publication of the nominating
committees' candidates or at the October meeting.
E. Votes
by proxy will not be accepted. ARTICLE 7 - EXPENDITURES Expenditures of the club shall be
controlled accordingly:
A. Expenses,
other than normal club operation expenses, shall be voted on by the membership.
(Exception - see Social Director duties).
B. Normal
club expenses shall consist of:
1.
Providing a place to hold monthly meetings.
2.
Publication of monthly newsletter and website.
3.
Reimbursement of approved long distance phone calls.
4.
Reasonable expenses for office supplies, printing of forms,
postage, post office box rental, association dues, and workshops. C. Receipts
must be presented for reimbursement within (60) days. D. Treasury
expenditures are to be used for club operating functions only. E. Reasonable
and allowable expenses for a maximum of (4) meals and lodging for a maximum of
(2) nights will be paid by the Rock Hill Area Shag Club for representative (s)
(maximum of 2) attending ACSC mandatory functions. Each expense reimbursement
request must be supported by documenting receipts. This amount is not to exceed
$600.00 total. The club will, in addition, purchase the tickets to these events
for the chosen representative (s)
F. A
contingency fund of $400.00 maximum will be made available annually to support a
bus/van trip, with the participants incurring at least 50% of the total expense.
Final approval of this trip will be made by the Board. ARTICLE 8 - OFFICERS DUTIES
A.
PRESIDENT 1. Open all
meetings at the prescribed time and place and conduct all business before the
club.
2.
Authenticate, by his signature when necessary, all acts, orders,
contracts, and checks of the club.
3. Stand
for the club, declaring the club's will, and in all things, obey the club's
commands.
4. Adjourn
any meeting where order cannot be maintained.
5. Appoint
the Nominating Committee for the yearly election of club officers.
6. Serve
ex-officio on all committees, except the Nominating Committee.
7. Serve
as chairman to the Board, but vote only in case of a tie.
8. Appoint
standing committee chairpersons. Also, appoint any temporary committees as
required, which will cease to function upon completion of duties as charged.
B.
VICE PRESIDENT 1. Assume the
duties of the President in his/her absence.
2. Assist
in maintaining orderly business meetings.
3. Serve
as a member of the Board.
C.
SECRETARY 1. Keep minutes
of the business meetings.
2. Make
available copies of the minutes of the previous meeting.
3. Conduct
all correspondence as directed.
4. Maintain
a current list of all club officers, committees, committee members, general
membership, and proposed members.
5. Issue
membership cards to paid members.
6. Serve
as Board member.
7. Send
sympathy and other cards to members as deemed appropriate.
8. Send
flower or gift certificate, not to exceed $35.00, if a club member is
hospitalized or has surgery, birth of child of club member, or death in the
immediate family of a club member. Immediate family will be construed as spouse,
children, step-children, grandchildren, parents, step-parents, or son/daughter
in law.
D.
TREASURER 1. Receive and
bank all monies of the club.
2. Maintain
bookkeeping records of all club funds.
3. Dispense
money as the club may direct.
4. Pay
all proven expenses by check as soon as they are received.
5. Give
monthly financial reports.
6. Provide
annual financial reports.
7. Keep
a record of all dues paid by members and advise secretary of any new or renewal
members throughout the year.
8. Obtain
the signature of the President on any check in excess of $400.00.
9. Serve
as a Board member.
E.
SOCIAL DIRECTOR 1. Form a
social staff.
2. Plan
and prepare parties.
3. Quarterly
publish a calendar listing of proposed club parties.
4. Present
to the Board all projected expenditures for approval.
5. Present
to the club all projected expenditures in excess of $400.00 for approval.
6. Book
DJs for the year ASAP to be published in newsletter.
7. Serve
as Board member.
F.
SERGEANT OF ARMS
1. Preserve
and control order at all assemblies of the club.
2. Use
Robert's Rules of Order as a guideline for parliamentary procedure. ARTICLE 9 - STANDING COMMITTEES
A.
TELEPHONE COMMITTEE
1. Obtain
membership listing for the purpose of developing a telephone tree.
2. Notify the membership of upcoming events as required.
C.
NEWSLETTER DIRECTOR
1. Form
a newsletter staff.
2. Be
responsible for preparing the monthly newsletter for publication and website.
3. Gather
printed material for use in the club newsletter and website.
4. Submit
proposed newsletter to the President for editing.
5. Send
approved newsletter for publication.
C.
WAYS & MEANS DIRECTOR
1. Form
a ways & means staff.
2. Be
responsible for all fundraising activities including half & half at monthly
parties.
D.
LIAISON COMMITTEE
1. To
present to the Board any complaints, misunderstandings, distresses, grievances,
and annoyances on behalf of the membership
2. To
act as counsel between the membership and the Board in an effort to resolve any
conflict(s) that might arise.
