P. O. Box 97459, Phoenix, Arizona 85060, United States
Email: gpsdcwcs@gmail.com
Bylaws - Greater Phoenix Swing Dance Club
Bylaws
IGPSDC Bylaws.pdf
BYLAWS, Guides & Manuals Table of contents
BYLAWS, GUIDES & MANUALS TABLE OF CONTENTS
ARTICLE
- I Purpose 1
- II Members 1
- III Meetings 3
- IV Election of Officers 6
- V Board of Directors 6
- VI Corporation Funds 10
- VII Miscellaneous Provisions 11
SUBJECT PAGE
Guide to Election of Officers Guide to Disciplinary Action Treasurer's Manual
Job Description Manual Club Rules
Contest Rules
13
16
20
25
32
35
Article I purpose - Article II Members - Article III, Meetings
BYLAWS
AS STATED AND AMENDED JULY 17, 2016
ARTICLE I
PURPOSE
Section 1.01
- The Corporation, hereinafter referred to as the 'Club", is a nonprofit organization established to promote West Coast Swing dancing and to provide for its growth and development in the community and elsewhere.
- The Club's purpose is to:
- Provide a forum where members can meet regularly to learn, practice, develop, foster, and otherwise enjoy West Coast Swing dancing;
- Conduct classes to teach West Coast Swing dancing and teach the standards of the dance;
- Promote the interest, support, and involvement of its members and the public in West Coast Swing dancing;
- Hold dances, functions, and meetings on a regularly scheduled basis to increase membership and maintain and expand the participation of members;
- Join with other clubs in exchanging ideas, attending their conventions and functions, fostering inter-club relationships, and encouraging national recognition of swing dancing as a unique American dance form.
ARTICLE II MEMBERS
- Provide a forum where members can meet regularly to learn, practice, develop, foster, and otherwise enjoy West Coast Swing dancing;
The rights, privileges, interests, and benefits of each member shall be equal, except as may otherwise be provided in these Bylaws and in the Rules of the Club.
Section 2.01
The Club shall have (4) classes of members:
1. Annual Members
Annual members are:
a. Members who have paid their annual dues for a period of one year;
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- Members who have paid a prorated amount, for any part of a year, as determined by the Board of Directors;
- Eighteen (18) years of age or older, (Board members reserve the right to request proof of age);
- Entitled to be elected officers or nominated members of the Board of Directors;
- Entitled to vote in the election for annual officers;
f. Permitted to attend all Club functions providing the establishment where
the function is being held does not impose minimum age restrictions affecting that member.
2. Lifetime Members
Lifetime members are:
- Past presidents who have served their full term of office;
- Any person who is recognized by the Board of Directors for their
exemplary service and /or exceptional contribution to the Club;
- Any member who is 75 years of age with 20 years of continuous
membership;
- Exempt from annual dues upon completion of a membership form;
- Able to vote, hold office, and serve on any committee.
3. Junior Members
Junior Members are:
a. Members who have paid their annual dues for a period of one year;
- Members who have paid a prorated amount, for any part of a year, as
determined by the Board of Directors;
- At least eight (8) to seventeen (17) years of age, (Board of Directors
reserve the right to request proof of age);
- Not entitled to vote or hold office;
- Permitted to attend all Club functions providing the establishment where
the function is being held does not impose minimum age restrictions affecting that member.
4. 24-Hour Members
24-Hour Members are:
- Not entitled to hold office or vote on Club matters;
- Have paid a one-time admission fee to a Club function, entitling them to
participate in that one event only;
- Have no other rights or privileges of membership.
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Section 2.02
Members shall not have any personal interest or right in any of the assets of the Club or in the use of its name; neither shall they have any right of any kind to borrow, pledge, commit, hypothecate, or collateralize any of the assets of the Club, nor to make loans or advances of any kind or nature in the name of or reference to the Club.
Section 2.03
Annual dues shall be determined by the Board of Directors. Such dues shall be nonrefundable and will be renewable each year on January 1, except as may otherwise be determined by the Board of Directors.
Section 2.04
a. Membership in the Club shall be nonrefundable, nontransferable and non- assignable.
b. No person shall hold more than one membership in the Club at any one time.
Section 2.05
Membership cards will be issued to Annual, Lifetime, and Junior members. Membership numbers will be issued to Annual, Lifetime, and Junior members.
Section 2.06
Membership in the Club shall terminate on the basis of any one of the following:
l. Upon receipt by the Board of Directors of the written resignation or renunciation of membership by the member or revocation by the Board of Directors;
2. Failure to pay annual dues.
Section 2.07
Members may be subjected to disciplinary action, including suspension or revocation, arising from their conduct. Such actions are covered in the GUIDE TO DISCIPLNARY ACTIONS published under separate cover.
Section 3.01
GENERAL:
ARTICLE III MEETINGS
a. All meetings held for the purpose of conducting Club business shall be open to the members. Meetings shall be announced and held at designated meeting places at times determined by the Board of Directors, or as otherwise provided in these Bylaws.
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Minutes will be prepared for all meetings and shall identify by name and title,
attending Board members and indicate the total number of members present.
- Meetings shall be governed by the currently accepted parliamentary procedures, as
determined by the Board of Directors, insofar as such rules are not inconsistent or in conflict with these Bylaws, the Articles of Incorporation, or with the ordinances or laws of the City, County, State or Federal government.
- Neither cumulative voting nor voting by proxy shall be permitted. Each member shall have one (1) vote.
Section 3.02
CLUB OFFICER NOMINATION MEETING:
A Nomination Meeting of club members shall be held no later than May 1st of each year for the purpose of nominating the officers for the subsequent year. The date, time, and place of the meeting shall be determined by the Board of Directors and notice given to the members at least seven (7) days prior to the meeting.
Section 3.03
MEMBERSHIP ANNUAL MEETING:
- An Annual Meeting of club members shall be held no later than the third week in July for the purpose of electing officers for the subsequent year. The date, time, and place of the meeting shall be determined by the Board of Directors and notice given to the members at least seven (7) days prior to the meeting.
- Nominations may be made from the floor at the Annual Meeting and provisions will be made for write-in candidates on the ballot.
- Other business, which may be introduced by members at the Annual Meetings may be transacted at that meeting only as determined by the President.
- Twenty percent (20%) of the annual membership of the Club shall constitute a quorum and no business shall be transacted at the meeting in the absence of a quorum.
Section 3.04
MEMBERSHIP SPECIAL MEETINGS :
- Special Meetings of the membership shall be convened as necessary by resolution of the Board of Directors or upon a petition from members. For a petition to be valid, signatures on the petition must be those of annual members and must be twenty percent (20%) or more of total annual members as of the last day of the month preceding the month in which the request is made to the President.
- Special Meetings shall be held at such times and places as determined by the Board of Directors. However, Special Meetings petitioned by members shall take place no later
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than the second week in the month following the month in which the petition was
submitted.
c. Twenty percent (20%) of the annual membership of the Club shall constitute a quorum
and no business shall be transacted at this meeting in the absence of a quorum.
Section 3.05
BOARD OF DIRECTORS S MEETINGS: a. ORGANIZATIONAL MEETING:
The first meeting of the newly elected members of the Board of Directors shall be a closed meeting until after ratification of the President's Nominated Directors.
b. REGULAR MEETINGS:
l. Regular meetings of the Board of Directors shall be held at times and places determined by the President and/or the Board of Directors.
- A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business at regular meetings.
- Approval of any policy, motion, or proposition placed before the Board shall require a simple majority of those present at the meeting, provided a quorum is present, or unless otherwise specified in these Bylaws.
- A Board member, whose absence has been excused, shall be authorized to cast a valid vote on a specific matter which has been previously brought before and discussed by the Board, absentee member may only make notification of such a vote in writing through another Board member.
c. SPECIAL MEETNGS:
- Special meetings of the Board of Directors may be requested by any two (2) Directors and such meetings shall be held at a time and place designated by those requesting the meeting. A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business at such meetings.
- Minutes of the Special meeting shall be submitted at the next regular Board of Directors meeting.
Section 3.06
NOTIFICATION OF MEETINGS:
a. Notice of the time and place of all Board of Directors meetings, which members may attend, shall be made in at least seven (7) days prior to the meeting. Notice of meetings will be published in the Club weekly web blast and sent to all who provide an e-mail address, and/or posted on the website, and/or by special mailing to all annual members.
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- The only exception to the above requirement applies to special meetings of the Board of Directors. These may be held without notification to the membership and there is no time requirement with respect to notifying members of the Board of Directors.
- Notice of meetings shall specify the date, time and the place of the meeting. In addition, the Membership Special Meeting notice shall indicate the general nature of the business to be transacted, and the Annual Meeting notice shall include the names of persons nominated at the Nomination Meeting.
ection 3.01
GENERAL:
ARTICLE III MEETINGS
a. All meetings held for the purpose of conducting Club business shall be open to the members. Meetings shall be announced and held at designated meeting places at times determined by the Board of Directors, or as otherwise provided in these Bylaws.
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Minutes will be prepared for all meetings and shall identify by name and title,
attending Board members and indicate the total number of members present.
- Meetings shall be governed by the currently accepted parliamentary procedures, as
determined by the Board of Directors, insofar as such rules are not inconsistent or in conflict with these Bylaws, the Articles of Incorporation, or with the ordinances or laws of the City, County, State or Federal government.
- Neither cumulative voting nor voting by proxy shall be permitted. Each member shall have one (1) vote.
Section 3.02
CLUB OFFICER NOMINATION MEETING:
A Nomination Meeting of club members shall be held no later than May 1st of each year for the purpose of nominating the officers for the subsequent year. The date, time, and place of the meeting shall be determined by the Board of Directors and notice given to the members at least seven (7) days prior to the meeting.
Section 3.03
MEMBERSHIP ANNUAL MEETING:
- An Annual Meeting of club members shall be held no later than the third week in July for the purpose of electing officers for the subsequent year. The date, time, and place of the meeting shall be determined by the Board of Directors and notice given to the members at least seven (7) days prior to the meeting.
- Nominations may be made from the floor at the Annual Meeting and provisions will be made for write-in candidates on the ballot.
- Other business, which may be introduced by members at the Annual Meetings may be transacted at that meeting only as determined by the President.
- Twenty percent (20%) of the annual membership of the Club shall constitute a quorum and no business shall be transacted at the meeting in the absence of a quorum.
Section 3.04
MEMBERSHIP SPECIAL MEETINGS :
- Special Meetings of the membership shall be convened as necessary by resolution of the Board of Directors or upon a petition from members. For a petition to be valid, signatures on the petition must be those of annual members and must be twenty percent (20%) or more of total annual members as of the last day of the month preceding the month in which the request is made to the President.
- Special Meetings shall be held at such times and places as determined by the Board of Directors. However, Special Meetings petitioned by members shall take place no later
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than the second week in the month following the month in which the petition was
submitted.
c. Twenty percent (20%) of the annual membership of the Club shall constitute a quorum
and no business shall be transacted at this meeting in the absence of a quorum.
Section 3.05
BOARD OF DIRECTORS S MEETINGS: a. ORGANIZATIONAL MEETING:
The first meeting of the newly elected members of the Board of Directors shall be a closed meeting until after ratification of the President's Nominated Directors.
b. REGULAR MEETINGS:
l. Regular meetings of the Board of Directors shall be held at times and places determined by the President and/or the Board of Directors.
- A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business at regular meetings.
- Approval of any policy, motion, or proposition placed before the Board shall require a simple majority of those present at the meeting, provided a quorum is present, or unless otherwise specified in these Bylaws.
- A Board member, whose absence has been excused, shall be authorized to cast a valid vote on a specific matter which has been previously brought before and discussed by the Board, absentee member may only make notification of such a vote in writing through another Board member.
c. SPECIAL MEETNGS:
- Special meetings of the Board of Directors may be requested by any two (2) Directors and such meetings shall be held at a time and place designated by those requesting the meeting. A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business at such meetings.
- Minutes of the Special meeting shall be submitted at the next regular Board of Directors meeting.
Section 3.06
NOTIFICATION OF MEETINGS:
a. Notice of the time and place of all Board of Directors meetings, which members may attend, shall be made in at least seven (7) days prior to the meeting. Notice of meetings will be published in the Club weekly web blast and sent to all who provide an e-mail address, and/or posted on the website, and/or by special mailing to all annual members.
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- The only exception to the above requirement applies to special meetings of the Board of Directors. These may be held without notification to the membership and there is no time requirement with respect to notifying members of the Board of Directors.
- Notice of meetings shall specify the date, time and the place of the meeting. In addition, the Membership Special Meeting notice shall indicate the general nature of the business to be transacted, and the Annual Meeting notice shall include the names of persons nominated at the Nomination Meeting.
ARTICLE IV ELECTION OF OFFICERS
Section 4.01
- Officers of the Club must be annual members.
- No person may run for the office of President unless that person has been an annual
member for two consecutive years immediately prior to the July election and has served on the Board of Directors for one year. However, if there is not a qualified candidate for the office of President according to this section, the remedy will be that the prospective candidate may submit an appeal to the Board of Directors seeking an exception.
- No member may hold office of Treasurer for more than two elected consecutive years.
- All candidates for office and Officers shall be Arizona residents. This residency is
required at nomination and for the duration of the term of office. If a Board member moves out of state, that Board member shall be replaced according to the procedures defined in the Bylaws.
Section 4.02
Officers shall be elected annually and each shall hold office for one year from August 1 to July 31 or until removal, resignation, incapacitation or death.
Section 4.03
Nominating, voting, and balloting requirements and procedures are contained in THE GUIDE TO ELECTION OF OFFICERS.
ARTICLE V BOARD OF DIRECTORS
Section 5.01
a. Elected Officers and Directors of the Club shall collectively be known as the Board of Directors. They shall be as follows:
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Elected Officers
1. President
2. Vice President
3. Treasurer
4. Corporate Secretary
5. Membership Secretary
6. Hospitality Director
7. Sergeant At Arms/Parliamentarian
Nominated Directors
Ad Hoc Director
11. Immediate Past President
8. Publicity Director 9. Dance Director 10. Music Director
b. Directors for the positions of Publicity, Dance, and Music shall be nominated by the President for approval by the Elected Officers. A majority vote of a quorum of the Elected Officers is required for confirmation of the nominee as the director. Nominated Directors must be annual members.
c. The Immediate Past President, at his/her request, and with the approval of the Board of Directors, may serve as an Ad Hoc Director for a period of one (l) year following his/her tenure as President.
Section 5.02
a. Directors shall regulate, administer, conduct, operate, and run the Club on a day-to- day basis. The Directors' obligations, responsibilities, and duties are fiduciary in nature, intent, and scope;
b. Duties of the Board of Directors include certain exclusive responsibilities, which cannot be delegated. These are:
- Amendment to these Bylaws;
- Establishment and regulation of membership fees, raffles, meetings, contests, door
prizes, functions, and entrance fees thereto and charges for guests;
- Management, accountability, and control of the Club's tangible and intangible
assets for the benefit of the membership;
- Adding to or reducing the number of elected and/or nominated officers and
directors;
- The timely and accurate submission of statutory reports, returns, and filings to
meet Federal and State requirements;
- Adopt, amend, modify, organize, and manage the various guides and manuals of
the Club. These are:
- Guide to the Election of Officers
- Guide to Disciplinary Actions
- Treasurer's Manual
- Job Description Guidelines
- Club Rules
- Contest Rules
- Guide to the Election of Officers
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Any other guides and/or manuals which may be added
7. Publicly conduct themselves in such a manner as to reflect positively upon the
Club and its reputation.
Section 5.03
- Board of Directors shall exercise full and final authority in the management of the Club's business assets, investments, finances, equipment, and properties in the name of the general membership. No decision of the Board of Directors or any provision of these Bylaws shall in any way mitigate, detract from, or reduce that authority.
- A Director shall perform his/her duties in a manner to be in the best interest of the Club. In performing the duties of a Director, a Director shall be entitled to rely on information, opinions, reports, or statements, including financial statements and other financial data, in each case prepared or presented by:
1. One or more Officers, employees or a committee of the Club that the Director believes to be reliable and competent in the matters presented;
2. Counsel, independent accountants, or other persons as to matters which the Director believes to be within such persons professional or expert competence.
Section 5.04
- Notwithstanding anything herein to the contrary, any person who serves on the Board of Directors of the Club shall be immune from civil liability and shall not be subject to legal action or suit directly or by way of contribution for any act or omission resulting in damage or injury to any person or thing, if such person was acting within the scope of his/her official capacity. In such an event, the Club, not the person, shall assume any liability arising there from. However, if such damage or injury was caused by the willful, wanton, or grossly negligent conduct of an Officer or Director and damage or injury established, then the person, not the Club, shall assume the liability;
- Official capacity as used in this section is any decision, act, or event undertaken by the Club in furtherance of the purpose for which the Club was organized;
- The foregoing provisions do not eliminate or limit the liability of an Officer or Director for any of the following:
1. Any of the breaches mentioned elsewhere in these Bylaws;
2. Acts or omissions which involve intentional misconduct or a knowing
violation of the law;
3. Acts involving criminal activity.
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Section 5.05
- A self-dealing transaction is one to which the Club is a party and in which one or more of the Directors has a material financial interest of a transaction between this Club and any person (other than a nonprofit corporation, tax exempt under Internal Revenue Code Section 501 (c) 7) in which one or more of the Directors is a Director or between this Club and any person in which one or more of its Directors has a material financial interest.
- The Board of Directors may approve a self-dealing transaction with a Director if the Board determines that the transaction is in the best interest and is fair and reasonable to the Club and, after reasonable investigation, determines that the Club could not have obtained a more advantageous arrangement with reasonable effort under the circumstances. Such determinations must be made by the Board, with knowledge of the material facts concerning the transactions and the Director's interest in the transaction. The transaction shall be approved without counting the vote of the interested Director or Directors.
Section 5.06
- Vacancies that occur on the board, other than the office of President, shall be filled by the President through the nomination of an annual member and approved by a majority of the Board of Directors.
- The office of the President can only be held by a member holding office by election. If the office of the President becomes vacant, then the order of succession shall be as follows:
- Vice President
- Treasurer
- Corporate Secretary
- Membership Secretary
- Hospitality Director
- Sergeant at Arms/Parliamentarian
Section 5.07
- Vice President
- Members of the Board of Directors who communicate in any way with third parties of any kind, and who, because of the nature of their position on the Board, purport to speak for or on behalf of the Club on any matter whatsoever where a commitment or obligation may be inferred or stipulated, must have the prior approval of the Board of Directors,
- This section does not preclude routine requests or queries for information, providing the nature of the communication does not involve commitment or obligation of any kind on the part of the Club.
- A copy of any written communication arising from the above activities shall be provided to the Corporate Secretary for Club files.
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Section 5.08
Members of the Board of Directors are expected to attend all meetings. They are required to notify the President or Corporate Secretary if they are unable to attend a meeting. A simple majority vote of the Board of Directors shall determine whether or not absences are excused or unexcused. The Corporate Secretary shall report on absences at each Board meeting. Unexcused absences from three (3) meetings shall mean automatic removal from the Board of Directors and from all other responsibilities.
Section 5.09
Members of the Board of Directors may be subject to disciplinary action including suspension or revocation arising from their conduct. Such actions are covered in the GUIDE TO DISCIPLNARY ACTIONS published under separate cover.
ARTICLE VI CORPORATION FUNDS
Section 6.01
- All funds received by the Club shall be deposited in an account at a Federally Insured Bank and/or Savings and Loan Institution as specified in the Treasurer's Manual or as may otherwise be authorized by the Board of Directors. The funds in these accounts are designated General Funds.
- A General Fund and a Reserve Fund may be established. The General Fund is to be used for normal operating purposes and may consist of a regular checking account and a regular savings account. The Reserve Fund is to be used to establish special funds and/or to maximize the return on funds through judicious investments. (See Treasurer's Manual).
- Special funds may be created by the Board of Directors to provide for approved capital items or major projects approved by the Board of Directors.
Section 6.02
a. Monies in the General Fund should not exceed three (3) times the monthly expenses of the Club. All monies in excess of this amount will be designated Reserve Funds.
Section 6.03
Club funds shall not be donated, expended, contributed, or given to charities of any kind, except as provided otherwise by the Articles of Incorporation or these Bylaws.
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Section 7.01
ARTICLE VII MISCELLANEOUS PROVISIONS
a. These Bylaws will require amendment from time to time. Amendments shall require approval by a majority of the entire Board of Directors.
b. Prior to voting by the Board of Directors, notice of the proposed amendment(s) shall be made to members through publication on the Website and the web blast at least three (3) weeks before the meeting when the amendment(s) will be voted upon. Announcements will also be made at the regular Sunday dances prior to the vote. Annual members shall be permitted to provide input at said meeting.
Section 7.02
a. Members who perform business, professional, or technical services on behalf of or for the Club may do so with compensation, subject to the approval of the Board of Directors.
b. Members may be reimbursed for incidental expenses incurred in the performance of their services where such expenses were incurred exclusively on the Club's behalf and interest. Receipts to be provided.
c. Advances, draws or prepayments for work or services to be performed and expenses are not permitted unless otherwise approved by the Board of Directors.
d. Payment for work and services performed or for expenses incurred will be made as provided for in the TREASURER'S MANUAL.
Section 7.03
a. Members of the Club and third parties shall not use any of the Club's assets, funds, equipment, properties, Club name, or membership rolls to produce, promote, advertise, or otherwise seek personal, commercial, or financial advantage. Nor shall any religious, racial, political, scientific, trade union, or commercial doctrine or philosophy be advertised, announced, promoted, or otherwise publicly or privately be advocated or endorsed at Club functions.
b. Exceptions shall be approved in advance by the Board of Directors and shall not be in violation of any law, the Articles of Incorporation, these Bylaws, Club Rules, or manuals. Specific exceptions include but are not limited to:
l. Written advertising that may be posted on the Club bulletin board and/or published in the website, web blasts, Face Book, brochures, or other written material;
2. Club assets, equipment, or properties used by members and/or nonmembers at Club functions.
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c. Fees for the use of any assets, equipment, or properties may be assessed as determined by the Board of Directors.
Section 7.04
The Club is a nonaligned, unaffiliated, nonreligious, nonracial, noncommercial and non- charitable organization.
Section 7.05
These Bylaws will be supplemented by directives, such as Club Rules, regulations, guides and manuals, which shall be issued and updated from time to time by the Board of Directors. These directives are intended to amplify and expand financial, operating, administrative, and policy procedures in order to help ensure implementation of the Bylaws. They shall have the same force and authority of the Bylaws. However, if they contradict, counteract, contravene, or are in conflict with the Articles of Incorporation or these Bylaws, then the Articles of Incorporation or Bylaws will prevail.
RECITALS
These revised and amended Bylaws adopted by the Board of Directors on July 17, 2016 supersede and replace in their entirety all prior Bylaws of the Greater Phoenix Swing Dance Club, Inc.
Attest:
July 17, 2016
By:________________________ Name: Dan Patterson
Corporate Secretary
Article IV, Election of Officers, V - Board of Directors, VI , Corporate Funds
ARTICLE IV ELECTION OF OFFICERS
Section 4.01
- Officers of the Club must be annual members.
- No person may run for the office of President unless that person has been an annual
member for two consecutive years immediately prior to the July election and has served on the Board of Directors for one year. However, if there is not a qualified candidate for the office of President according to this section, the remedy will be that the prospective candidate may submit an appeal to the Board of Directors seeking an exception.
- No member may hold office of Treasurer for more than two elected consecutive years.
- All candidates for office and Officers shall be Arizona residents. This residency is
required at nomination and for the duration of the term of office. If a Board member moves out of state, that Board member shall be replaced according to the procedures defined in the Bylaws.
Section 4.02
Officers shall be elected annually and each shall hold office for one year from August 1 to July 31 or until removal, resignation, incapacitation or death.
Section 4.03
Nominating, voting, and balloting requirements and procedures are contained in THE GUIDE TO ELECTION OF OFFICERS.
ARTICLE V BOARD OF DIRECTORS
Section 5.01
a. Elected Officers and Directors of the Club shall collectively be known as the Board of Directors. They shall be as follows:
6
Elected Officers
1. President
2. Vice President
3. Treasurer
4. Corporate Secretary
5. Membership Secretary
6. Hospitality Director
7. Sergeant At Arms/Parliamentarian
Nominated Directors
Ad Hoc Director
11. Immediate Past President
8. Publicity Director 9. Dance Director 10. Music Director
b. Directors for the positions of Publicity, Dance, and Music shall be nominated by the President for approval by the Elected Officers. A majority vote of a quorum of the Elected Officers is required for confirmation of the nominee as the director. Nominated Directors must be annual members.
c. The Immediate Past President, at his/her request, and with the approval of the Board of Directors, may serve as an Ad Hoc Director for a period of one (l) year following his/her tenure as President.
Section 5.02
a. Directors shall regulate, administer, conduct, operate, and run the Club on a day-to- day basis. The Directors' obligations, responsibilities, and duties are fiduciary in nature, intent, and scope;
b. Duties of the Board of Directors include certain exclusive responsibilities, which cannot be delegated. These are:
- Amendment to these Bylaws;
- Establishment and regulation of membership fees, raffles, meetings, contests, door
prizes, functions, and entrance fees thereto and charges for guests;
- Management, accountability, and control of the Club's tangible and intangible
assets for the benefit of the membership;
- Adding to or reducing the number of elected and/or nominated officers and
directors;
- The timely and accurate submission of statutory reports, returns, and filings to
meet Federal and State requirements;
- Adopt, amend, modify, organize, and manage the various guides and manuals of
the Club. These are:
- Guide to the Election of Officers
- Guide to Disciplinary Actions
- Treasurer's Manual
- Job Description Guidelines
- Club Rules
- Contest Rules
- Guide to the Election of Officers
7
Any other guides and/or manuals which may be added
7. Publicly conduct themselves in such a manner as to reflect positively upon the
Club and its reputation.
Section 5.03
- Board of Directors shall exercise full and final authority in the management of the Club's business assets, investments, finances, equipment, and properties in the name of the general membership. No decision of the Board of Directors or any provision of these Bylaws shall in any way mitigate, detract from, or reduce that authority.
- A Director shall perform his/her duties in a manner to be in the best interest of the Club. In performing the duties of a Director, a Director shall be entitled to rely on information, opinions, reports, or statements, including financial statements and other financial data, in each case prepared or presented by:
1. One or more Officers, employees or a committee of the Club that the Director believes to be reliable and competent in the matters presented;
2. Counsel, independent accountants, or other persons as to matters which the Director believes to be within such persons professional or expert competence.
Section 5.04
- Notwithstanding anything herein to the contrary, any person who serves on the Board of Directors of the Club shall be immune from civil liability and shall not be subject to legal action or suit directly or by way of contribution for any act or omission resulting in damage or injury to any person or thing, if such person was acting within the scope of his/her official capacity. In such an event, the Club, not the person, shall assume any liability arising there from. However, if such damage or injury was caused by the willful, wanton, or grossly negligent conduct of an Officer or Director and damage or injury established, then the person, not the Club, shall assume the liability;
- Official capacity as used in this section is any decision, act, or event undertaken by the Club in furtherance of the purpose for which the Club was organized;
- The foregoing provisions do not eliminate or limit the liability of an Officer or Director for any of the following:
1. Any of the breaches mentioned elsewhere in these Bylaws;
2. Acts or omissions which involve intentional misconduct or a knowing
violation of the law;
3. Acts involving criminal activity.
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Section 5.05
- A self-dealing transaction is one to which the Club is a party and in which one or more of the Directors has a material financial interest of a transaction between this Club and any person (other than a nonprofit corporation, tax exempt under Internal Revenue Code Section 501 (c) 7) in which one or more of the Directors is a Director or between this Club and any person in which one or more of its Directors has a material financial interest.
- The Board of Directors may approve a self-dealing transaction with a Director if the Board determines that the transaction is in the best interest and is fair and reasonable to the Club and, after reasonable investigation, determines that the Club could not have obtained a more advantageous arrangement with reasonable effort under the circumstances. Such determinations must be made by the Board, with knowledge of the material facts concerning the transactions and the Director's interest in the transaction. The transaction shall be approved without counting the vote of the interested Director or Directors.
Section 5.06
- Vacancies that occur on the board, other than the office of President, shall be filled by the President through the nomination of an annual member and approved by a majority of the Board of Directors.
- The office of the President can only be held by a member holding office by election. If the office of the President becomes vacant, then the order of succession shall be as follows:
- Vice President
- Treasurer
- Corporate Secretary
- Membership Secretary
- Hospitality Director
- Sergeant at Arms/Parliamentarian
Section 5.07
- Vice President
- Members of the Board of Directors who communicate in any way with third parties of any kind, and who, because of the nature of their position on the Board, purport to speak for or on behalf of the Club on any matter whatsoever where a commitment or obligation may be inferred or stipulated, must have the prior approval of the Board of Directors,
- This section does not preclude routine requests or queries for information, providing the nature of the communication does not involve commitment or obligation of any kind on the part of the Club.
- A copy of any written communication arising from the above activities shall be provided to the Corporate Secretary for Club files.
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Section 5.08
Members of the Board of Directors are expected to attend all meetings. They are required to notify the President or Corporate Secretary if they are unable to attend a meeting. A simple majority vote of the Board of Directors shall determine whether or not absences are excused or unexcused. The Corporate Secretary shall report on absences at each Board meeting. Unexcused absences from three (3) meetings shall mean automatic removal from the Board of Directors and from all other responsibilities.
Section 5.09
Members of the Board of Directors may be subject to disciplinary action including suspension or revocation arising from their conduct. Such actions are covered in the GUIDE TO DISCIPLNARY ACTIONS published under separate cover.
ARTICLE VI CORPORATION FUNDS
Section 6.01
- All funds received by the Club shall be deposited in an account at a Federally Insured Bank and/or Savings and Loan Institution as specified in the Treasurer's Manual or as may otherwise be authorized by the Board of Directors. The funds in these accounts are designated General Funds.
- A General Fund and a Reserve Fund may be established. The General Fund is to be used for normal operating purposes and may consist of a regular checking account and a regular savings account. The Reserve Fund is to be used to establish special funds and/or to maximize the return on funds through judicious investments. (See Treasurer's Manual).
- Special funds may be created by the Board of Directors to provide for approved capital items or major projects approved by the Board of Directors.
Section 6.02
a. Monies in the General Fund should not exceed three (3) times the monthly expenses of the Club. All monies in excess of this amount will be designated Reserve Funds.
Section 6.03
Club funds shall not be donated, expended, contributed, or given to charities of any kind, except as provided otherwise by the Articles of Incorporation or these Bylaws.
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Section 7.01
ARTICLE VII MISCELLANEOUS PROVISIONS
a. These Bylaws will require amendment from time to time. Amendments shall require approval by a majority of the entire Board of Directors.
b. Prior to voting by the Board of Directors, notice of the proposed amendment(s) shall be made to members through publication on the Website and the web blast at least three (3) weeks before the meeting when the amendment(s) will be voted upon. Announcements will also be made at the regular Sunday dances prior to the vote. Annual members shall be permitted to provide input at said meeting.
Section 7.02
a. Members who perform business, professional, or technical services on behalf of or for the Club may do so with compensation, subject to the approval of the Board of Directors.
b. Members may be reimbursed for incidental expenses incurred in the performance of their services where such expenses were incurred exclusively on the Club's behalf and interest. Receipts to be provided.
c. Advances, draws or prepayments for work or services to be performed and expenses are not permitted unless otherwise approved by the Board of Directors.
d. Payment for work and services performed or for expenses incurred will be made as provided for in the TREASURER'S MANUAL.
Section 7.03
a. Members of the Club and third parties shall not use any of the Club's assets, funds, equipment, properties, Club name, or membership rolls to produce, promote, advertise, or otherwise seek personal, commercial, or financial advantage. Nor shall any religious, racial, political, scientific, trade union, or commercial doctrine or philosophy be advertised, announced, promoted, or otherwise publicly or privately be advocated or endorsed at Club functions.
b. Exceptions shall be approved in advance by the Board of Directors and shall not be in violation of any law, the Articles of Incorporation, these Bylaws, Club Rules, or manuals. Specific exceptions include but are not limited to:
l. Written advertising that may be posted on the Club bulletin board and/or published in the website, web blasts, Face Book, brochures, or other written material;
2. Club assets, equipment, or properties used by members and/or nonmembers at Club functions.
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c. Fees for the use of any assets, equipment, or properties may be assessed as determined by the Board of Directors.
Section 7.04
The Club is a nonaligned, unaffiliated, nonreligious, nonracial, noncommercial and non- charitable organization.
Section 7.05
These Bylaws will be supplemented by directives, such as Club Rules, regulations, guides and manuals, which shall be issued and updated from time to time by the Board of Directors. These directives are intended to amplify and expand financial, operating, administrative, and policy procedures in order to help ensure implementation of the Bylaws. They shall have the same force and authority of the Bylaws. However, if they contradict, counteract, contravene, or are in conflict with the Articles of Incorporation or these Bylaws, then the Articles of Incorporation or Bylaws will prevail.
RECITALS
These revised and amended Bylaws adopted by the Board of Directors on July 17, 2016 supersede and replace in their entirety all prior Bylaws of the Greater Phoenix Swing Dance Club, Inc.
Attest:
July 17, 2016
By:________________________ Name: Dan Patterson
Corporate Secretary
Article IV - Election of Officers - Article V Board of Directors
- ARTICLE IV ELECTION OF OFFICERS
Section 4.01
- Officers of the Club must be annual members.
- No person may run for the office of President unless that person has been an annual
member for two consecutive years immediately prior to the July election and has served on the Board of Directors for one year. However, if there is not a qualified candidate for the office of President according to this section, the remedy will be that the prospective candidate may submit an appeal to the Board of Directors seeking an exception.
- No member may hold office of Treasurer for more than two elected consecutive years.
- All candidates for office and Officers shall be Arizona residents. This residency is
required at nomination and for the duration of the term of office. If a Board member moves out of state, that Board member shall be replaced according to the procedures defined in the Bylaws.
Section 4.02
Officers shall be elected annually and each shall hold office for one year from August 1 to July 31 or until removal, resignation, incapacitation or death.
Section 4.03
Nominating, voting, and balloting requirements and procedures are contained in THE GUIDE TO ELECTION OF OFFICERS.
ARTICLE V BOARD OF DIRECTORS
Section 5.01
a. Elected Officers and Directors of the Club shall collectively be known as the Board of Directors. They shall be as follows:
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Elected Officers
1. President
2. Vice President
3. Treasurer
4. Corporate Secretary
5. Membership Secretary
6. Hospitality Director
7. Sergeant At Arms/Parliamentarian
Nominated Directors
Ad Hoc Director
11. Immediate Past President
8. Publicity Director 9. Dance Director 10. Music Director
b. Directors for the positions of Publicity, Dance, and Music shall be nominated by the President for approval by the Elected Officers. A majority vote of a quorum of the Elected Officers is required for confirmation of the nominee as the director. Nominated Directors must be annual members.
c. The Immediate Past President, at his/her request, and with the approval of the Board of Directors, may serve as an Ad Hoc Director for a period of one (l) year following his/her tenure as President.
Section 5.02
a. Directors shall regulate, administer, conduct, operate, and run the Club on a day-to- day basis. The Directors' obligations, responsibilities, and duties are fiduciary in nature, intent, and scope;
b. Duties of the Board of Directors include certain exclusive responsibilities, which cannot be delegated. These are:
- Amendment to these Bylaws;
- Establishment and regulation of membership fees, raffles, meetings, contests, door
prizes, functions, and entrance fees thereto and charges for guests;
- Management, accountability, and control of the Club's tangible and intangible
assets for the benefit of the membership;
- Adding to or reducing the number of elected and/or nominated officers and
directors;
- The timely and accurate submission of statutory reports, returns, and filings to
meet Federal and State requirements;
- Adopt, amend, modify, organize, and manage the various guides and manuals of
the Club. These are:
- Guide to the Election of Officers
- Guide to Disciplinary Actions
- Treasurer's Manual
- Job Description Guidelines
- Club Rules
- Contest Rules
- Guide to the Election of Officers
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Any other guides and/or manuals which may be added
7. Publicly conduct themselves in such a manner as to reflect positively upon the
Club and its reputation.
Section 5.03
- Board of Directors shall exercise full and final authority in the management of the Club's business assets, investments, finances, equipment, and properties in the name of the general membership. No decision of the Board of Directors or any provision of these Bylaws shall in any way mitigate, detract from, or reduce that authority.
- A Director shall perform his/her duties in a manner to be in the best interest of the Club. In performing the duties of a Director, a Director shall be entitled to rely on information, opinions, reports, or statements, including financial statements and other financial data, in each case prepared or presented by:
1. One or more Officers, employees or a committee of the Club that the Director believes to be reliable and competent in the matters presented;
2. Counsel, independent accountants, or other persons as to matters which the Director believes to be within such persons professional or expert competence.
Section 5.04
- Notwithstanding anything herein to the contrary, any person who serves on the Board of Directors of the Club shall be immune from civil liability and shall not be subject to legal action or suit directly or by way of contribution for any act or omission resulting in damage or injury to any person or thing, if such person was acting within the scope of his/her official capacity. In such an event, the Club, not the person, shall assume any liability arising there from. However, if such damage or injury was caused by the willful, wanton, or grossly negligent conduct of an Officer or Director and damage or injury established, then the person, not the Club, shall assume the liability;
- Official capacity as used in this section is any decision, act, or event undertaken by the Club in furtherance of the purpose for which the Club was organized;
- The foregoing provisions do not eliminate or limit the liability of an Officer or Director for any of the following:
1. Any of the breaches mentioned elsewhere in these Bylaws;
2. Acts or omissions which involve intentional misconduct or a knowing
violation of the law;
3. Acts involving criminal activity.
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Section 5.05
- A self-dealing transaction is one to which the Club is a party and in which one or more of the Directors has a material financial interest of a transaction between this Club and any person (other than a nonprofit corporation, tax exempt under Internal Revenue Code Section 501 (c) 7) in which one or more of the Directors is a Director or between this Club and any person in which one or more of its Directors has a material financial interest.
- The Board of Directors may approve a self-dealing transaction with a Director if the Board determines that the transaction is in the best interest and is fair and reasonable to the Club and, after reasonable investigation, determines that the Club could not have obtained a more advantageous arrangement with reasonable effort under the circumstances. Such determinations must be made by the Board, with knowledge of the material facts concerning the transactions and the Director's interest in the transaction. The transaction shall be approved without counting the vote of the interested Director or Directors.
Section 5.06
- Vacancies that occur on the board, other than the office of President, shall be filled by the President through the nomination of an annual member and approved by a majority of the Board of Directors.
- The office of the President can only be held by a member holding office by election. If the office of the President becomes vacant, then the order of succession shall be as follows:
- Vice President
- Treasurer
- Corporate Secretary
- Membership Secretary
- Hospitality Director
- Sergeant at Arms/Parliamentarian
Section 5.07
- Vice President
- Members of the Board of Directors who communicate in any way with third parties of any kind, and who, because of the nature of their position on the Board, purport to speak for or on behalf of the Club on any matter whatsoever where a commitment or obligation may be inferred or stipulated, must have the prior approval of the Board of Directors,
- This section does not preclude routine requests or queries for information, providing the nature of the communication does not involve commitment or obligation of any kind on the part of the Club.
- A copy of any written communication arising from the above activities shall be provided to the Corporate Secretary for Club files.
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Section 5.08
Members of the Board of Directors are expected to attend all meetings. They are required to notify the President or Corporate Secretary if they are unable to attend a meeting. A simple majority vote of the Board of Directors shall determine whether or not absences are excused or unexcused. The Corporate Secretary shall report on absences at each Board meeting. Unexcused absences from three (3) meetings shall mean automatic removal from the Board of Directors and from all other responsibilities.
Section 5.09
Members of the Board of Directors may be subject to disciplinary action including suspension or revocation arising from their conduct. Such actions are covered in the GUIDE TO DISCIPLNARY ACTIONS published under separate cover.
GUIDE TO ELECTION OF OFFICERS
As stated and amended July 17, 2016
This Guide is intended to complement the Bylaws. It indicates an acceptable standard of conduct and behavior and explains certain information and procedures. It has the same status and authority as the Bylaws, and any anomalies or inconsistencies are unintentional and the Bylaws are always the final authority.
Nomination Committee
Section 1.00
A. The President shall appoint a Nominating Committee of three (3) annual members not running for office, at least two (2) weeks before the Nomination Meeting, with the approval of the Board of Directors. The Nomination Meeting is to be held no later than May 1st.
B. Members of the Nomination Committee will select their own Chairman, who will ensure an announcement advising members of their identities and their readiness to accept nominations will be published in the Club's newsletter and announced at Club functions. These announcements will clearly indicate which positions are open to election.
C. Any member of the Committee will accept names for nomination from annual members.
D. At the Nomination Meeting, the Committee will submit the names of the candidates nominated for election. Nominations will also be accepted from the floor at that time. A member must second all nominations.
E. Members nominated will have to be certified and qualified by the Membership Secretary to be elected for the particular office concerned.
F. Members cannot serve on the board, either elected or appointed, together during the same term of office if they are: the spouse, or parent or sibling of the spouse, a child, grandchild, sibling, parent or spouse of a child, grandchild, sibling or parent or an individual having the same home as the director or a trust or estate of which an individual is a substantial beneficiary. This does not prevent such related persons
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from running for the same office or any other office on the ballot. However, if both are elected, then a coin will be tossed by the outgoing President to determine which one shall serve. The nominee losing the toss will relinquish the office to that opposing nominee having the highest vote for that particular office. If there is no such person, i.e., where only one person ran for the office, then a Special Meeting shall be called within one (l) month to nominate and vote upon new nominees.
G. If, in the interim between the Nomination Meeting and the Annual Meeting, any nominee is unable, for any reason, to serve in the position for which he/she was nominated, and for which position there is no nominee, the ballot may still be conducted for the remaining offices following the schedule outlined herein. When a nominee(s) is found for the office, members will be advised on the website and/or web blast. The Nominating Committee can also submit, at the Annual Meeting, the names of additional nominees for that position.
Ballot Committee
Section 2.00
A. Immediately after the Nomination Meeting, the President, with the approval of the Board, will appoint a Ballot Committee to consist of at least three (3) members who have not been nominated for office. The Ballot Committee will select its own Chairman and:
- Shall prepare a ballot in suitable form listing all the nominees approved by the Membership Secretary, submitted from the Nomination Meeting. Each office shall include space for write-in candidates.
- May invite candidates to submit an informational sketch (not to exceed 250 words) which will be published in the web blast, website and Face Book.
- Have ballots available on request to permit absentee voting.
- Ensure ballots are numbered numerically, that anonymity of voting is preserved,
and proper control of numbers and ballots is maintained at all times.
B. Members entitled to vote shall be those persons who have paid their annual
membership dues and been paid members for at least one (l) month prior to the date of the Nomination Meeting. The Membership Secretary shall provide a list of such members to the Ballot Committee immediately after the Nomination Meeting.
C. Members qualified to vote, but unable to attend the Annual Meeting, are entitled to an absentee ballot upon request to the Ballot Committee. Each absentee ballot:
1. May be returned by mail or given to any member of the ballot committee.
2. Will indicate on the absentee ballot the latest date the absentee ballot must be
postmarked to be valid.
3. Have the following advisory in large prominent print worded as follows:
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Caution: This is your official registered ballot. To vote, you must either: a. Mail this completed ballot to the indicated address by the indicated
postmark deadline; or
b. Personally bring this ballot to the Annual Meeting.
This is your only ballot. If you forget to mail it or forget to bring it to the Annual Meeting, you will not be able to vote in this election.
Ballot Procedures
Section 3.00
A. The Ballot Committee shall conduct the election of Officers by:
- Establishing that a quorum is present, including the absentee ballots.
- Provide ballots at the Meeting to members qualified to vote.
- Ensure voting takes place in a proper and organized manner.
- Count and verify the votes cast together with any absentee ballots received.
- Find that a simple majority of the valid votes cast for each office shall indicate the
winner.
B. Write-in votes are permitted; however, if the person written in receives a majority of
the votes for the office but is not qualified to stand for office, then that person will be
disqualified and the votes cast for him/her rendered invalid.
C. The Chairman of the Ballot Committee shall announce the results of the election
before the Annual Meeting is adjourned. The Chairman shall retain all ballots until the first regular meeting of the new Board. The Chairman will then submit a report showing the tally to the Board of Directors and upon a majority vote to accept the report. The Chairman will then destroy all ballots.
D. Tie votes between candidates shall be decided at a Special Meeting called by the Board within one (l) month after the Annual Meeting, unless the tied candidates agree among themselves that one shall retire before the Special Meeting is held. The same ballot procedures as for the Annual Meeting will be followed to resolve the tie.
E. In the event there are no nominees for a particular office, the ballot may still be conducted for the remaining offices following the schedule outlined herein. When a nominee (s) is found for the office, then a Special Meeting will be called and the same ballot procedures as for the Annual Meeting will be followed to conduct the election.
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Greater Phoenix Swing Dance Club, Inc.
Guide
To
Disciplinary
Action
As stated and amended July 17, 2016
This Guide is intended to complement the Bylaws. It indicates an acceptable standard of conduct and behavior and explains certain information and procedures. It has the same status and authority as the Bylaws and any anomalies or inconsistencies are unintentional and the Bylaws are always the final authority.
Section: 1.01 -- Causes for Disciplinary Action
Membership in the Club may be suspended or revoked for any of the following reasons:
- Any outrageous behavior or otherwise grossly inappropriate, offensive, or unseemly conduct at any Club function;
- Harassment of or any actions detrimental to the best interest, standing, or reputation of the Club or any Club member;
- Serious infractions or violations of Club's Bylaws or Rules;
- Any communication, information, or dissemination of information which is
derogatory in nature and not in the best interest of the Club, to include: internet postings, e-mails, phone calls, and writings, etc.
The Board of Directors has the authority to invoke a temporary probation or suspension of membership until a resolution is reached.
Section 1.02 — Filing a Complaint
- Member(s) must file a written complaint listing allegations against another member(s).
- The complaint must be presented to the Sgt. at Arms. If the Sgt. at Arms is the accused, then the President will receive all communications.
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3. The complaint must state the specific allegations and contain the following information:
a. Date or dates of the infraction(s); b. Time and location(s);
c. Exact nature of the infraction(s); d. Witnesses (if any);
e. Production of evidential support, i.e., letters, pictures, etc.
Section 1.03 — Notification of Complaint
Any member(s) against whom a complaint is filed will receive the following:
- Accused member(s) will receive a copy of the written complaint with the allegations(s) within two (2) weeks.
- Accused member(s) may respond to the allegation(s) in the complaint. The answer must be in writing and the original delivered to the Sgt. at Arms within a period of two (2) weeks.
Section 1.04 — Investigation
Once the Sgt. at Arms has the complaint and response, if any, the Sgt. at Arms will investigate the allegations and submit a written report to the Board within 30 days. The report must contain:
- The exact nature of the allegations and response;
- Any evidence and/or statement pertaining to the complaint;
- If the accused member refuses to render a written statement or participate in
any interview, it shall be so stated in the Sgt. at Arms' report;
- Specific findings as determined by the Sgt. at Arms;
- Recommendation to the Board of action or actions to be taken, if any.
Section 1.05 — Disciplinary Actions for Consideration
1. The Board will deliberate on the report relating to the allegations. There are five possible actions:
- Dismissal of the allegations.
- A written warning to the member to cease and desist and refrain from
future misconduct. A probationary period may be invoked by the Board
of Directors.
- Initiation of more detailed investigation by the Board within 30 days.
- Suspension of the guilty member.
1. A suspension of membership shall not exceed a six (6) month period.
- Revocation of membership.
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1. A revocation of membership shall require a two-thirds vote of the Board of Directors.
2. Once an individual has their membership revoked, it shall require the following steps to rejoin:
a. Submission of application;
b. An appearance before the Board of Directors;
c. A two-thirds (2/3) vote of approval by the Board of Directors.
f. During a suspension or revocation of an individual's membership, the individual may not participate at or attend any Club function.
g. If your membership is revoked, for any reason or period of time, you are ineligible to hold office, be nominated for any Board of Directors position, or participate on any Club committee without current Board approval.
A summary of the final results of any disciplinary action shall be included in Board minutes.
Section 1.06 — Dismissal of a Board Member
All Board of Directors have a fiduciary duty to the Club and are required to adhere to a higher standard of conduct and behavior because of the trust and authority inherent to their position.
- If the Board deems it necessary to remove an officer, a two-thirds (2/3) vote of the full Board of Directors is required. If the Board of Directors decides to remove an elected officer from office, it shall call a Special Meeting of the membership. A simple majority vote of those present at the meeting shall decide whether the elected officer will be removed or retained, provided a quorum is present at the Special Meeting as per the Bylaws.
- If the Board deems it necessary to remove an appointed director a simple majority vote of the Board of Directors is required.
- Members will receive notification through the Club's website, web blast and/or Face Book of any changes in officers or directors.
- Officers and directors are expected to attend all Board meetings. If they cannot attend, they are required to notify the President or Corporate Secretary. All absences will be reflected in the minutes whether excused or unexcused. Three (3) unexcused absences from Board meetings shall mean automatic dismissal from the Board of Directors.
- Any officer or director who fails to pay annual dues will automatically be dismissed from office. In addition, they will have their membership terminated.
Section 1.07 Removal from a Function
A member or members may be asked to leave a particular Club function when they exhibit outrageous conduct at that function. Concurrence of three (3) officers/directors at
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the function is required to ask the member to leave. Outrageous behavior is defined as being drunk, disorderly, and obnoxious in behavior and expression, interference with the rights of others to dance, or other overt behavior likely to offend the sensibilities and propriety of members. This action is applicable and effective for that function only. If any member of the Club wishes to take additional action against that member, then further action may be pursued under the provisions of Guide to Disciplinary Action, Section 1.01.
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Office of the Treasurer
Treasurer's Manual
As amended and stated July, 2016
The accounting package used shall be Quick Books Pro which contains a full accounting system.
Important Principles:
1. All disbursements must be backed up and accompanied by a receipt or invoice and maintained with the bottom portion of the voucher check.
2. All deposits must be made into a federally insured institution within five (5) working days after funds are received.
3. Any checks written on any account of the Club may be signed by the President, Vice President or Treasurer.
4. All files pertaining to the office of the Treasurer shall be turned over to the incoming Treasurer at the end of the presiding Treasurer's completed term of office. In the absence of a current successor, then they shall be turned over to the currently presiding President. These items shall include, but not be limited to, the computer and other related hardware belonging to the Club for the use of the Treasurer.
5. Bank statements must be reconciled through Quick Books no later than the next regularly scheduled Board Meeting. The Quick Books reconciliation report must be attached to and become a part of the reconciled bank statement and the reconciled bank statement initialed by the President on or before the next regularly scheduled Board Meeting before being filed for review at the end of the fiscal year.
6. Any anomalies, differences, shortages or overages, regarding funds, investments, receipts or disbursements, regardless of kind or amount, must be reported to the Board at the next board meeting, or if fraud or mismanagement is suspected, to the President and an Emergency Meeting of the Board of Directors called. (Section 3.05 of the Bylaws)
7. It shall be the responsibility of the Treasurer to maintain a general checking account balance sufficient to cover three (3) times the monthly expenses of the Club. When the balance exceeds $20,000.00, the excess should be transferred into the savings account to earn interest until it is needed again at which time it will be transferred back into the general checking account. The transfer will take place in Quick Books as well as the online banking feature as provided by the banking institution,
8. Personal checks tendered for admission must not exceed $20.00. Checks must bear name, address and telephone number, together with member number.
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9. Statutory reports pertaining to the Club shall be filed in a timely fashion. They shall be prepared and submitted by the Treasurer or the Club' s CPA at the end of the fiscal year. Those reports generally prepared by the Treasurer can include, but not be limited to, the ASCAP reports, The Arizona Corporation Commission Annual Report, quarterly reporting to the payroll processing company, if one is being used, and any licensing requests or permits required for the Annual Fourth of July Convention.
10. A Balance Sheet and Profit & Loss Statement shall be prepared and distributed to each board member for review at the regularly scheduled board of Directors meeting. Quick Reports, which break out separate functions, may be prepared from time to time to show progress on individual functions of the Club as they may occur.
11. The door attendant at any function where registration or entrance fees are required is under the supervision of the Treasurer. The door attendant will complete the reconciliation and cash sheet for the event. It will be verified by the Treasurer and both will sign the reconciliation sheet. It is expected that there will be a minimum of over/under balancing discrepancies, and whether or not to report this to the Board of Directors will be at the discretion of the Treasurer.
12. Whether to operate from a formal budget or from zero-based budgeting shall be at the discretion of the Board. If a formal budget is adopted, then the President and the Treasurer shall prepare the budget within the function of Quick Books. If a formal budget is adopted, then the budget to actual profit and loss statement will be selected and presented to the Board together with other required Quick Book reports.
CASH RECONCILIATION FORM A
This form must be completed by the Treasurer, or designated appointee, for most functions held by the Club. The form not only records receipts and disbursements made during the function, but serves as a posting document to Quick Books.
The following must appear on the form:
- The function must be properly identified.
- The form must be dated.
c. A number of different kinds of receipts and disbursements are identified on the form. Receipts and disbursements other than these will be reported in the OTHER sections on the form.
RECEIPTS
MEMBERS CONTRIBUTIONS line. This line shows receipts from members who paid to attend the function. The backup for this line will be the SIGN-IN SHEET (Form A2) members are required to sign when attending the function.
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The number of paying members will be entered in the NUM column. The amount charged each member will be entered in the AMOUNT column. The• TOTAL column will be the NUM column times the AMOUNT column.
The total must equal the total shown on the Form A2.
Visitors from other swing clubs who produce a valid membership card from their Club are entitled to enter regular functions at the same cost as for members. “Regular functions” will be determined by the President.
24 HOUR MEMBER line. Non—members attending functions are required to sign in on a 24 Hour Member sign-in sheet (Form A31 Such non-members are required to pay the stated entrance fee.
Form A3 will be the backup for entries on the 24 HOUR MEMBER line. In the NUM column, place the number of non—members who have paid the entrance fee. In the AMOUNT column place the amount charged each non- member. The TOTAL column the NUM column multiplied by the AMOUNT column. The total must equal the total on Form A3.
BIRTHDAY ENTRANTS line. Paid up members attending a Sunday night club function during the month of their birthday are entitled to one free visit during the month. The member must present his/her membership card to the door attendant and sign in on Form A4. A monthly birthday 11st may be provided to the door attendant for verification.
Only the NUM column has to be completed on the line. There is no backup for this entry.
PASSES line. Passes are valid only for non-members of the Club. The door attendant will be kept informed of the current rules of acceptability i.e., passes cannot be used for certain functions and repeated use of passes is not authorized.
These passes will be the backup for the line. Complete only the NUM column.
OTHER lines. These lines will be used to describe other kinds of receipts taken at a function. Some examples are: sale of Club T-shirts, jackets, and other Club merchandise.
The NUM, AMOUNT and TOTAL columns be entered.
RECEIPTS TOTAL line. This line will show the totals for the NUM and TOTAL columns.
MEMBERSHIP DUES, Form B. This form shows the amount collected from:
a. New members joining the Club at the function, or b. Current members paying next year's annual dues.
The backup for this form is a copy of the New Member Application formor a copy of the Membership Renewal form.
The NUM, AMOUNT and TOTAL columns need to be completed. Funds received from this source must equal the amount shown in the total column.
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RAFFLE line. Raffle tickets may be sold during a function and a drawing held. At present, merchandise and/or money are given as prizes.
If cash is given to winners winning the raffles, it will be half of the total collected with the remaining going to the Club. At the Board's discretion, and depending upon the amount of money available, this other half may be divided and given away.
This procedure will be followed for all functions where cash of any nature is given to participants for any purpose.
Enter the amount received in the OTHER column.
DISBURSEMENTS
MEMBER’S DRAWING line. This line is used when a Member’s Drawing is held at the Sunday night dance. To win the Member’s Drawing, the member whose number is called must be present and produce his/her membership card. If the drawing is not won in a particular week the $25.00 is carried forward and added to the following week’s drawing. This accumulation process will continue until there is finally a winner, at which point the procedure recommences. Member Drawings are held at the discretion of the Board of Directors.
DOOR ATTENDANT line. This line is used if a payment is made to a door attendant at a function. The entry for the amount is made in the TOTAL column.
OTHER lines. These lines will be used to describe other kinds of authorized payments made at a function, i.e., purchase of drinks for raffle winners, etc.
TOTAL DISBURSEMENTS line. This line will show the total of the TOTAL column for disbursements.
OVER/UNDER line. This line is the difference between the TOTAL RECEIPTS column and the TOTAL DISBURSEMENTS column.
PREPARED BY line. This line is to be signed by the Treasurer and door attendant or person preparing the form and certifying its accuracy.
All receipt and payment vouchers, passes, etc., will be clipped to Form A, which will serve as the posting document.
BANK ACCOUNT AND DEPOSITS
An interest bearing account will be opened at a federally insured bank or savings and loan association approved by the president. Signatories on the account shall be President, Vice President and Treasurer.
All receipts must be deposited within five (5) working days after funds are received. Deposit slips will be retained as backup.
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GENERAL JOURNAL
Journal entries and adjustment entries are made at the closing of the books only by the CPA previously approved by the Board of Directors.
ANNUAL FOURTH OF JULY CONVENTION
If the Club is running the Fourth of July Convention, the Treasurer will conduct spot checks periodically during the lead-up time to the convention as to status and accuracy and report on the status of sales, etc., at a meeting of the Board of Directors.
The Treasurer has responsibility for the collection and use of these funds and the responsibility for processing the credit card charges.
ANNUAL AUDIT
An annual review shall take place within two (2) months following the installation of the new Board of Directors. The Treasurer is required to appoint either a CPA or review committee which must be approved by the Board. For purposes of economy; a review committee will be composed of members of the Club, with a person designated as Chairperson, and said committee will be responsible for conducting the review. A current board member may not be on this committee.
A formal audit professionally conducted by a CPA firm qualified to audit non-profit associations will be completed at the expense of the Club. This audit shall take place if and when the review committee is unable to verify and reconcile the books to their satisfaction or when the Board of Directors so chooses.
After completion of the review/audit, the auditor/chairperson will submit a report to the Treasurer. After review, the Treasurer will submit the report to the incoming Board.
The audit report should, in part, cover and include reference to: a. Verification of bank balances and reconciliation reports;
b. Compliance and accurate submission of Arizona Corporation Commission Annual Report, IRS Form 990 and W3 Transmittal and 1099's.
c. Compliance with provisions of the Treasurer’s operating manual.
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Greater Phoenix Swing Dance Club Job Description Manual
As stated end amended July 17, 2016
This Manual has the same status and authority as the Bylaws. The following Job Descriptions are intended to delineate the duties, responsibilities and functions of the Officers and Directors of the Club, and act as a guide for compliance. They may be modified, changed, revised or amended by the Board of Directors.
1. President
A. Dance Contest Coordinator B. Convention Coordinator
2. Vice President
3. Treasurer
4. Corporate Secretary
5. Membership Secretary
6. Hospitality Director
7. Sergeant-at-Arms/Parliamentarian 8. Dance Director
9. Music Director
10. Public Relations
A. Web Master/Media Manager 11. Ad Hoc Director (Past President)
1. The President shall:
a. b.
c. d.
e.
Be an elected Officer and a Director of the Club;
Be charged with the overall management, supervision, direction, execution,
control, accountability and administration of all Club functions, policies, rules and activities;
Presides over all meetings and appoints, eliminates or discharges Committees as he/she deems necessary. Acts as an ex-officio member of all committees;
Supervise and direct the activities of all other members of the Board of Directors. He/she is authorized to delegate authority to accomplish his/her responsibilities and assist in the conduct, execution and performance of the office, except as such delegation may be restricted in the Bylaws or this Job Description Manual. Such delegation may be to any member of the Club and not necessarily a member of the Board of Directors. However, the President will not delegate the signing of contracts or entering into commitments involving the expenditure, investment or transfer of Club funds without the approval of the Board of Directors by majority vote when a quorum is present;
Authorize, monitor and control all communications to and from the Club, except as may otherwise be indicated in the Bylaws or this Job Description Manual;
f. Be a signatory on all bank accounts;
g. Submit nominations for Dance Director, Music Director, and Public Relations
Director for approval by the elected officers after August 1st but no later than the
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first regular board meeting. If no name (s) is submitted or approved at this meeting, at the next meeting any names submitted shall be voted on by the total Board of Directors;
h. Shall submit nominations, at the first meeting of the full Board of Directors, for a Dance Contest Coordinator, Webmaster/Media Manager and Convention Coordinator for approval of the Board of Directors. These positions are not Board of Directors, nor do they have voting rights on matters that come before the Board. Board members may be appointed to serve in these positions.
i. Have the authority to expend funds for Club purposes, subject to applicable provisions of the Bylaws.
A. The Dance Contest Coordinator shall:
- Be nominated by the President at the first meeting of the full Board and
approved by Board of Directors;
- Select and chair a Dance Contest Committee, which shall consist of no
less than three (3) additional club members and be approved by the Board of Directors. Board members may be nominated to serve in these positions;
- Govern and oversee Club dance contests including selection, training, and qualification of judges;
- Determine the guidelines and make all rulings on eligibility concerning the level in which club members will compete in club contests. At their discretion, the committee may confer with the Dance Director in this matter. At least two (2) Dance Contest Committee members and three (3) evaluators must be present for each eligibility decision and the decision shall require a majority concurrence of those present. The Dance Contest Committee shall be responsible to the Board in all decisions of eligibility;
- Provide a monthly report of new eligibility to the board and have a weekly report available at all club dances;
- Follow the existing rules and guidelines now presently in use for the club contests and make the rules available at all dance contests and to any Club member requesting them;
- All changes to the Dance Contest Rules shall require board approval;
- Be subject to the same conduct and disciplinary codes as if an appointed
director, but is not a member of the Board of Directors and has no vote on Club business. Additional job duties and responsibilities are found in the GPSDC Contest Rules;
- Coordinate with the Music Director regarding the contest music;
10. Have the authority to expend funds for Club purposes, subject to
applicable provisions of the Bylaws.
B. The Convention Coordinator shall:
1. Be nominated by the President at the first meeting of the full Board of
Directors and approved by the Board of Directors;
2. Oversee the activities of the Club's annual 4th of July convention; 3. Submit a budget to the Board of Directors for approval;
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- Submit a detailed format of the convention to the Board of Directors for approval;
- Be subject to the same conduct and disciplinary codes as an appointed director but shall have no vote on club business. The President may nominate himself/herself for the position and if approved, serve in both roles.
- OR, in the event the Club elects to contract the event out, the Convention Coordinator shall act as liaison between the Board and any organizer, manager, team or administrator approved by the Board to produce the 4th of July event.
2. The Vice President shall:
a. b.
c.
d.
of the Bylaws;
g. Be a signatory on all bank accounts.
3. The Treasurer shall:
a. b.
c.
Be an elected Officer and a Director of the Club.;
Be accountable for all Club funds, and responsible for the management and
control of all receipts and disbursements. The Treasurer's fiduciary and financial accountability with regard to Club funds cannot be delegated; however, the administration, operation and mechanical functions of collecting funds, safe guarding and disbursing them, to include directly related activities, can be delegated at the Treasurer's discretion, providing always that he/she retains accountability control;
Be responsible for operations of the front door at weekly dances. This includes staffing and resolving possible problems with accountability;
Be an elected Officer and a Director of the Club;
Assist the President and other members of the Board of Directors in the
performance of their duties, when requested by the President to do so;
Assume the office of President, if holding office by election, in the event that office is officially or temporarily vacated, for whatever reason. He/she must meet the criteria to hold the office of President as stated in the Bylaws in Article IV, The Guide to the Election of Officers. If this criteria is not met a Special election will be held for the office of president within sixty (60) days. The Vice President will temporarily hold office until said election takes place;
Be responsible for the safekeeping of all club equipment, other than audio and music equipment and music recording libraries, which are the responsibility of the Music Director. An inventory listing shall be maintained of this equipment and each newly elected incumbent shall verify and sign to assume responsibility;
Act as ex-officio member on all committees when asked by the President;
e.
f. Have authority to expend funds for Club purposes, subject to applicable provisions
d.
e.
f. Prepare quarterly financial reports for publication in the Newsletter;
g. Invest Club funds upon instruction from the Board of Directors, subject to the
provisions of the Bylaws;
Comply with the requirements of the Treasurers Manual;
Comply with the provisions of Section 7 (Miscellaneous Provisions) of the Bylaws;
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h.
Arrange for a review of all Club financial records and transactions by a Certified Public Accountant or Review Committee selected from members. The Board of Directors shall approve the Auditor or Committee who shall arrange the audit/review with the outgoing Treasurer as soon as possible after the end of term for the outgoing Board of Directors. The review period shall be from August 1 to July 31. The report shall be submitted by the Auditor or committee to the incoming Board of Directors within two (2) months after the Board takes office.
i. Prepare those filings and reports required by Federal and State agencies for the President's signature;
j. Ensure that all checks issued against the Club's funds bear signatures from the following Officers only; President, Vice President or Treasurer;
k. Serve as President in the absence of the President and Vice President, or serves as Vice President, in the absence of the Vice President, if holding office by election;
l. Ensure financial records and accounts are held securely. Such information will not be released without the approval of the Board of Directors;
m. Have the authority to expend Club funds as needed for Club purposes, subject to the applicable provision of the Bylaws;
n. Be a signatory on all bank accounts. 4. The Corporate Secretary shall:
a. b.
c. d.
e.
Be an elected Officer and Director of the Club;
Shall record the minutes of all regular meetings of the Board of Directors, as well
as Special, Nominating and Annual Meeting;
Prepare an Action List for presentation to the President regarding matters which were unresolved at the previous meeting, but which require further discussion or action(s);
Maintain a current file of all official Club publications, Guides, Manuals, Rules, etc., to include the Articles of Incorporation and Bylaws. All amendments, changes and modifications thereto shall also be maintained. These documents shall be the Club's master files;
Prepare and maintain files on all incoming and outgoing Club correspondence, and as required by the President or the Board of Directors. Ensures such correspondence is received, followed up and monitored to conclusion;
f. Serve as President in the absence of the President, Vice President and Treasurer, if holding office by election;
g. h.
Include an attendance and voting report as part of the minutes for each meeting. Such report will clearly indicate whether or not the absence of a Director or Officer at a properly called meeting was excused or not excused;
Have the authority to expend funds for Club purposes, subject to applicable provisions of the Bylaws.
5. The Membership Secretary shall:
a. Be an elected Officer and Director of the Club;
b. Maintain current membership records and files to include the name, address,
home and work telephone numbers, occupation, birthday and month, membership joining dates and e-mail addresses for all paid up members. Each joining person
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c. d. e.
will be required to complete a Membership Application Form showing the above information. Assign a numerically sequential membership number to each new member paying annual dues in advance, or as may otherwise be required by the Board of Directors. A membership card showing this number shall be issued to each new member. In addition, each joining new member will receive a copy of the Club Rules, two free passes and upon request a copy of the Bylaws;
Insure a joining person is eligible for membership i.e., age and/or suspension or revocation of membership;
Inform members thirty (30) days prior to expiration of their membership that renewal is required;
Delete from membership rolls those members who annual dues are thirty (30) days or more in arrears. Membership numbers will not be reused or reissued;
f. Coordinate with the Hospitality Director to improve member participation in club functions and to expand the membership;
g. h.
Provide various services as needed: i.e., the monthly list of Birthdays for the front desk and for the web blast.
Ensure Membership lists and any information concerning members is held confidential. A membership directory of current members shall be published with the approval of each member concerned. Such information will not be released without the approval of the Board of Directors;
i. Have the authority to expend funds for club purposes, subject to the applicable provisions of the Bylaws.
6. The Hospitality Director shall:
a. b. c.
d.
e.
Be an elected Officer and Director of the Club;
Be responsible for greeting visitors and members at club functions;
Provide information about the Club activities to those requesting or requiring it.
Arrange and provide flyers on all social activities and ensure they are adequately publicized in website and elsewhere, as deemed appropriate;
Assist all committees the Hospitality Director may form to foster a harmonious and friendly atmosphere in preparation of club sponsored functions. The committees will provide or arrange for entertainment, refreshments and decorations as may be required or directed by the Board of Directors;
Arrange for flowers, gifts and/or cards, as appropriate, for members who are hospitalized, incapacitated or for the loss of a family member or to the family of a deceased member;
f. Arrange for the sale of raffle tickets at Club functions, in conjunction with the Treasurer;
g. Shall arrange for the control of tickets sales for Club functions and non-club functions in conjunction with the Treasurer;
h. Have the authority to expend funds for Club purposes, subject to applicable provisions of the Bylaws.
7. The Sergeant-at-Arms/Parliamentarian shall:
a. Be an elected Officer and Director of the Club;
b. Insure order and decorum is maintained at all club functions including all club
meetings;
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c. d.
e.
Insure that all persons participating in Club activities are authorized to participate; Report all unseemly conduct and behavior by members and other persons at
Club functions and meetings to the Board of Directors, or to the President, if circumstances are such as to preclude timely action by waiting to report to the Board;
Comply with the applicable provisions of the Guide to Disciplinary Actions as it pertains to this Office;
f. Act as procedural advisor to the Board of Directors at all regularly scheduled meetings and at all other meetings;
g.
h.
Upon request from any director or annual member, render procedural and policy opinions on all official publications of the Club, including proposed amendments or changes to such publications;
Advise the President and/or the Board, when in the opinion of the Parliamentarian, the Board has taken, or is about to take action, that is not in accord with the official Club Publication(s);
i. Have the authority to expend funds for Club purposes, subject to applicable
provisions of the Bylaws.
8. The Dance Director shall:
a. b.
c. d.
Be a Director of the Club;
Arrange dance instruction for members and/or guests in the various levels and
styles of Swing Dancing. The levels to be taught, and the times and places for these activities will be as determined by the Board of Directors;
Ensure that special dance instruction workshops are published in the Website and/or web blast in advance, with Board of Directors approval;
Ensure that such instruction incorporates the latest styles, steps and patterns so the classic purity of swing dancing with regards to beat, tempo and timing is maintained throughout the instruction;
Have the authority to expend funds for Club purposes, subject to applicable provisions of the Bylaws.
e.
9. The Music Director shall:
a. b. c.
d. e.
Be a Director of the Club;
Arrange, contract for and engage all music requirements at Club Functions. Establish and maintain a library of music. The music selected must be
appropriate to Club purposes as well as for the enjoyment of members and will consist primarily, but not necessarily exclusively, of swing music;
Maintain an accurate and updated inventory listing and be responsible for the safekeeping of all music equipment. Each newly appointed incumbent shall verify and sign for the equipment and library;
Ensure the equipment is properly maintained and safely and securely stored. Funds for these purposes will be approved in advance by the Board of Directors;
f. Coordinate with the Dance Contest Coordinator regarding the contest music; g. Have the authority to expend funds for Club purposes, subject to applicable
provisions of the Bylaws.
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10. The Public Relations Director shall: a. Be a Director of the Club;
b. Promote the goals of the GPSDC;
c. Assist the Board of Directors by obtaining corporate contributions and/or products
by communicating with the news media and other entities to generate interest and
promote the GPSDC;
d. Assist the Webmaster/Media Manager (i.e. Face Book) as needed;
e. Have the authority to expend Club funds for Club purposes subject to applicable
provisions of the Bylaws.
1. Be nominated by the President at the meeting of the full Board and approved by Board of Directors;
2. Be a committee under the direction of the Public Relations Director;
A. The Web Master/Media Manager shall:
- Be nominated by the President at the meeting of the full Board and
approved by Board of Directors;
- Be a committee under the direction of the Public Relations Director;
- Be responsible for development and administration of the club's web site
and weekly web blast;
- Ensure the President has given approval for all website content prior to
posting it for public viewing;
- Ensure the website is registered and the domain name(s) is maintained at
all times;
- Develop appropriate website links. All website links must be approved by
the Board prior to posting;
- Post results of Club contests within three weeks following the contest;
- Be subject to the same conduct and disciplinary codes as if an appointed
director but shall have no vote on club business;
- Have the authority to expend funds for Club purposes, subject to
applicable provisions of the Bylaws.
11. Ad Hoc Director (Immediate Past President)
The immediate past president, with current Board approval, may serve as an Ad Hoc Director and will assist in an as needed capacity. This is a non voting position.
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Greater Phoenix Swing Dance Club
Club Rules
As stated and amended July 17, 2016
These Club Rules are intended to complement the Bylaws. The Rules indicate acceptable standards of conduct and behavior and explain certain information and procedures in an informal manner. They have the same status and authority as the Bylaws. Any anomalies or inconsistencies are unintentional and the Bylaws are always the final authority.
INFORMATION AND PROCEDURES General
- We are a nonprofit social club whose members wish to enjoy and promote that style of dance called West Coast Swing.
- Dances are held weekly on Sundays. Dance lessons in West Coast Swing are given before regular dancing starts.
- We hold various competitive dance contests. These contests are conducted at various levels of dance proficiency. Check the Club's web blast, website and/or Face Book for the date contests will be held or ask the Dance Contest Coordinator.
- As a tax exempt nonprofit organization, we are not open to the general public. Through the use of passes, members are encouraged to extend invitations to others to attend our Sunday night dance as a 24-hour member. All funds of the Club are spent for Club purposes only. The members of the Board of Directors volunteer their services, with the exception of a ticket to the 4th of July Convention when the Club is conducting the Convention.
- All policies of the Club are made by the Board at the monthly board meetings. These meetings are published in the Club's web blast and website at least seven (7) days in advance. They may be announced at any Club function. All monthly board meetings or committee meetings are open to the membership.
f. All Board meetings are open and you are invited to attend and express your opinions on any part of the Club’s operations and activities. One way to ensure that matters are brought to the attention of the Board is to submit your opinion in a letter and give your letter to a Board member. The letter may be included on the agenda to be discussed at a board meeting. All Board decisions and policies are initiated in good faith.
- All members are encouraged to assist in the efforts to make the Club successful. Such as participating in the operation of Club events, volunteering for committees and running for office.
- Board of Directors are elected at the Annual Meeting in July. The web blast and website advises you of the election date, nominees and voting procedures,
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i. The Club web blast goes out weekly. Please help make the information relevant and informative by sending in your stories, bulletins, reports or events, opinions, photographs, cartoons or anything that is swing dance or Club related.
Music
The main purpose of the Club is to promote West Coast Swing dancing and, therefore, emphasis is placed on this kind of music. However, other types of music may be played at the discretion of the Music Director or designated DJ. Song requests should be directed to the DJ and all requests or comments to the Music Director. If you wish to add to the Club's library, please contact the Music Director.
Dance Lessons
Novice and Intermediate lessons are offered each week before the Sunday dance. Members are strongly encouraged to take advantage of the novice lessons until they are competent in all basic patterns and are proficient in leading and following. Instructors in the intermediate lessons will assume these competencies and will not review basic concepts. By taking classes at the proper level, you will be able to learn and progress much quicker and enjoy the dance instead of becoming frustrated.
Publications
In addition to these Rules, the Club has other guidelines and policies that provide a reference source for procedures. These are as follows:
- Bylaws
- Guide to Disciplinary Actions
- Guide to the Elections of Officers
- Treasurer's Manual
- Officers and Directors Job Description Manual
- Club Rules
- And any other guides and/or manuals which may be added.
Conduct
a. Everyone attending Club meetings and functions shall dress in a manner appropriate to the occasion. Weekly dances are casual but neatness and good taste are required. For other functions, attire may be announced. Our dress code does not permit bare feet, shower clogs or similar type of footwear. Men and Women must wear a suitable top and no short shorts.
b. All dances are "ladies’ choice". There is no stigma or embarrassment attached to this whatsoever. No one should refuse to dance when asked, except for a suitable reason. Everyone should be treated with courtesy at all times.
c. Conduct such as drunkenness, foul language, discourtesy, improper advances or other anti- social behavior will be met with a polite but firm request to cease from the Sergeant-at-Arms or another Board of Director. The Sergeant-At-Arms or another Board of Director is also authorized to request the offending person(s) to leave the function. Other action may be taken
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as deemed appropriate. You are requested to comply with his/her request immediately. All rules and regulations of any facility hosting a Club function shall be respected.
Membership
- We have 4 types of members (see bylaws for descriptions):
1. Annual Members 2. Lifetime Members 3. Junior Member
4. 24-Hour Members
- Membership in our Club is open to those who enjoy dancing and wish to dance or learn West Coast Swing.
- Membership dues are renewable each year by January 1st, however, a one (l) month grace period will be allowed before a member loses his/her privileges and membership number. If a member rejoins February 1st or thereafter, he/she is considered a new member. New persons joining as Annual Members between September 1st and December 31st in any particular year pay through December 31st of the next year.
The Board may also, at their discretion, offer other membership specials in order to
increase membership in the Club.
- Members may be charged admission fees to Club events. 24-Hour Members are
always charged more and not necessarily invited to all functions.
- A Membership Kit will be given to each new member by the Membership Secretary. It
will contain a Membership Card, Club Rules, two free passes.
f. Annual members may give passes to guests for a one time free admission to the
Sunday night dance. Passes are for guests only.
g. If asked, you must show your Membership Card at the door when you visit the Club.
Without your card, you may be charged the 24-hour membership fee.
Dissemination of Written Material
- All literature, such as flyers, handouts and publications, must be submitted to the President. If the President is not available at -the function, documents may be submitted to the Vice President for approval prior to distribution.
- Written petitions from members regarding Club matters for circulation at a Club function shall be submitted to the Board at a regular meeting in order to determine if the matter can be resolved. If a resolution is not possible, the petitions may be circulated to the members in accordance to the petition process (See Section 3) of the Bylaws.
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GPSDC CONTEST RULES
As stated and amended July 17, 2016
(For dissemination to the general membership of the GPSDC for review and commentary prior to adoption by the GPSDC Board of Directors)
General Rules:
1. All competitors must sign up by the stated deadline,
- Must dance West Coast Swing.
- Must do lead and follow movements. Choreographed patterns and/or routines are not
allowed.
- Separation in dance performance permitted on spins, turns and recognized breaks.
- Lifts, Drops and Aerials are prohibited.
a. Lifts: Both feet leaving the floor.
b. Drops: Lowering the shoulders below the partner's waist or movements where a
partner's weight is not self-supported,
- In the dance performance, prohibited movements may result in the reduction of score
or disqualification.
- Appropriate Dress Attire is required -- No Shorts or Tank Tops! Inappropriate attire
may result in disqualification.
- Acts of un-sportsmanlike conduct and rude behavior will not be tolerated and
exhibitions of such behavior will result in suspension from further contest participation.
Criteria for participation in Dance Contests:
- All competitors must have been previously evaluated and pre-qualified prior to entering a contest.
- Competitors must be proficient in dancing the 10 basic patterns of West Coast Swing.
- An individual who has never competed will normally begin in the Novice Division.
However, an individual may be evaluated and qualified to compete in the Intermediate Division or the Advanced Division by the panel of evaluators selected by the Dance Contest Committee.
- The Dance Contest Committee shall determine the guidelines and make all rulings of eligibility concerning the level in which club members will compete in GPSDC dance contests. At his discretion, the Dance Contest Coordinator may consult with the Dance Director in these matters.
- Any unusual circumstances will be handled at the discretion of the Dance Contest Coordinator or his designee.
Sign-Up Procedures:
1. In person 30 minutes prior to the contest.
2. Any unusual circumstances will be handled at the discretion of the Dance Contest
Coordinator or his designee.
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3. See the GPSDC web blast or the GPSDC Website for contest dates and times.
Divisions:
There are currently four divisions in which GPSDC members may compete based upon prior evaluation: Novice
Intermediate Advanced Masters
To qualify for the Masters Division, you must be 50 years of age or over and be an intermediate or advanced division competitor.
Evaluations:
In May, 2004, the GPSDC Board of Directors authorized the change from a points based advancement system to a skills based advancement system utilizing a panel to observe and evaluate competitors.
All new potential competitors will be evaluated by a panel selected by the Dance Contest Committee to determine in which division they will dance.
Evaluations will be held periodically based upon need.
There are two ways for an existing competitor to move to the next higher division:
l. All competitors will have the opportunity to petition the Dance Contest Committee to
be re-evaluated. The Dance Contest Committee will review the contestants scoring history and approve or reject the petition.
2. Competitors who have accumulated 32 contest points in their current division may petition the Dance Contest Committee for advancement to the next higher division during the contest year. The Dance Contest Committee will review the contestants current divisional scoring history and approve or reject the petition.
When a competitor moves to a new division their contest points will start over at zero.
Competitors will have their local contest record and cumulative points maintained for a rolling 24 month period by the Dance Contest Committee coordinator. Any points that were awarded prior to June, 2004 were dropped from the records.
Points:
Jack & Jill Points are as follows:
1st Place 2nd Place 3rd Place 4th Place 5th Place
5 Points 4 Points 3 Points 2 Points 1 Point
Any competitor not accumulating 7 points in their current division during the current 24 month period will be subject to re-evaluation to the next lower division by the Dance
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Contest Committee. The competitor may voluntarily choose to move to the next lower division.
To compete in the Strictly Swing contest, both competitors must be currently evaluated to dance in a division of our local club. If the two competitors are ranked in different divisions, the couple must dance in the highest division.
In the event there are not sufficient competitors to conduct the contests as outlined, the Contest Coordinator, with the approval of the Board of Directors, may temporarily suspend or modify these Contest Rules.
Contests:
Dance Contests will be conducted as follows:
1. The Dance Contest Coordinator or designee will select the Judges.
2. Judges will be selected prior to the contests if possible.
3. Judges will report to the Dance Contest Coordinator or designee 1/2 hour prior to their
judging assignment.
Jack & Jill and Strictly Swing Contests will be held according to a schedule and at times approved by the GPSDC Board of Directors.
Contest Music:
Contest Music will be selected by the Music Director.
The Dance Contest Coordinator and Chief Judge will oversee the fairness of contests approval & music, safety of competitors, good sportsmanship and undertake the necessary action to ensure fair contests.
The above Contest Rules were approved and adopted (as revised) by the GPSDC Board of Directors at their meeting in July, 2016. (These revised rules replace those previously approved and adopted by the GPSDC Board of Directors at their meetings in August, 2006, June, 2006, May, 2006, August, 2005, April, 2005 and November, 2004).
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