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ARTICLE I. NAME
The name of
the Club shall be SMOKY MOUNTAIN SHAGGERS (SMS).
Hereafter in these By-Laws, the SMS shall be referred to
as the Club.
ARTICLE
II. PURPOSE
The Club shall be a non-profit social organization for
the entertainment, fellowship, and interest of the
membership, and to provide opportunities for its members
to associate with others you share the enjoyment of
dancing to beach-type music, including bop, swing, shag,
and rhythm & blues.
ARTICLE
III. MEMBERSHIP
Section
1. Classification and Qualifications
A.
Discrimination - Membership in the Club is open to all
persons applying regardless of race, national origin,
color, age, sex, religion, or disability.
B. Active
Members - Active Members shall be in good standing,
entitled to vote, and entitled to attend Club
functions. No classification of membership is
transferable.
Section
II. Eligibility Requirement
To be in good standing, active members and individuals
wishing to join the Club shall complete the official
membership application and pay the required dues yearly.
ARTICLE
IV. DUES
Section
1. Membership Dues
A. Payment
of Dues - Dues are to be paid annually, covering the
January through December fiscal year. A new member
joining after June 30 will pay one-half (1/2) the
annual dues.
B.
Member/s shall be notified in writing one month prior
to upcoming membership dues date.
C.
Transfer or Refund of Dues - Dues shall not be
transferable. There shall be no refund of dues.
Section
II. Delinquency of Members
A. Members
shall be notified by e-mail or phone of delinquency.
This notification shall follow the written
notification. in Section I, item B.
B. A
member whose dues are delinquent for more than thirty
(30) days shall be dropped from the membership roll
after the written notification in Section I, item B,
and the additional delinquency notification in Section
II, item A.
C. A
delinquent member forfeits all rights and benefits of
the Club.
D. Any
member owing money to the Club shall not be allowed to
run for office, vote on any proposal, proposition,
by-law, election, or participate as a member of any
special Club event or function.
ARTICLE
V. FISCAL YEAR
The fiscal
year of the Club shall be from January 1, through
December 31, inclusive.
ARTICLE
VI OFFICERS
No officer
shall receive compensation in any manner resulting from
performing duties for the Club.
Section
I. Officers
A. The
Club officers shall include President, Past President
(beginning the third year of the Club), Vice
President, Secretary, and Treasurer. Membership and
Newsletter Chairs may be added at the discretion of
the board.
B. The
officers shall perform the duties prescribed by these
By-Laws.
Section III.
Terms of Officers
A. The
officers shall be elected by vote of the active
membership to serve for one (1) year or until their
successors are installed.
B. The
term of office, 1 year, shall begin at the close of
the meeting at which the officers are installed.
C. No
member shall hold more than one (1) office at a time,
and no member shall be eligible to serve more than 2
consecutive terms in any capacity.
Section III.
Duties of Officers
A. The
President's duties include
1.
Presiding and maintaining order of all general
membership meetings, board meetings, and social
events;
2.
Explaining and deciding all questions of order;
3.
Announcing all business;
4.
Performing such other duties as necessary for Club
development;
5.
Appointing all committee chairpersons for the
Standing Committees; and
6. Signing
Club checks along with the Treasurer.
B. The
Past President's duties include
1.
Assisting other officers in all workings of the
Club, and;
2.
Assisting the President and Vice President in
maintaining continuity in the management of the
Club;
C. The
Vice President's duties include
1. In
the absence of the President, presiding and
performing the duties of the President;
2.
Assisting the President and performing such duties
as prescribed by the Board;
3.
Maintaining an inventory of Club assets;
4.
Conducting audits of club assets at least once
annually and/or whenever a new person is elected to
this position; and
5.
Preparing and submitting a calendar of Club events.
D. The
Secretary's duties include
1.
Taking accurate minutes at all meetings;
2.
Mailing minutes to all board members within one week
following the meeting;
3.
Reading minutes (only if appropriate) of previous
meetings and important correspondence;
4.
Conducting the general correspondence of the Club
under the direction of the President;
5.
Keeping attendance records of meetings; and
6.
Determining voting eligibility of members. Members
whose dues are delinquent do not have the right to
vote.
E. The
Treasurer's duties include
1.
Receiving and banking all monies due the Club;
2.
Keeping simple bookkeeping records of receipt and
expenditure of such funds;
3.
Paying bills by Club check when members submit
itemized bills with receipts after they are clearly
authorized;
4.
Keeping balanced records agreeing with monthly bank
statements at all times
5.
Making deposits promptly upon receipt of Club funds;
and
6.
Preparing and distributing to the Board a monthly
financial statement.
F. The
Membership and Newsletter responsibilities are
outlined in the job description manual.
Section
IV. Qualifications of Officers
Before a member can be nominated for a Club office,
he/she shall have been a member in good standing of the
club for twelve (12) months or more prior to nomination.
Section V.
Vacancy of Office
A. A
vacancy in the office of the President shall be filled
by the Vice President; or at the discretion of the
Board, the Past President may fill the vacancy, for
the remainder of the term.
B. If a
vacancy should occur in any other office, the vacancy
shall be filled in one of two ways. Either a special
election by the membership shall be held at the next
regularly scheduled Club meeting or the Board may
appoint a member in good standing to serve the
remained of the term. The method of filling a vacancy
other than the President is the Board's option.
C. The
special election or appointment shall not be governed
by the term limit for officers unless the partial term
served exceeds nine (9) months.
Section
I. Financial Responsibility of the Elected Officers
The
elected officers shall have the authority to
A. Expend
funds allotted in the approved budget for the benefit
of the Club;
B. Expend
an amount not to exceed one hundred dollars ($100.00)
for unexpected Club expenses between regular meetings.
This expenditure shall be itemized at the next regular
meeting and reimbursed by the Treasurer upon receipt
of the itemized expenditure.
Section
II Quorum
At all meetings of the elected officers, the presence of
the majority shall be necessary and sufficient to
constitute a quorum for transaction of business.
Section
III Loans.
No loan shall be conducted on behalf of the Club and no
evidence of indebtedness shall be issued in the Club's
name.
Section
IV. Deposits
All funds of the Club shall be deposited to the credit
of the Club checking account.
ARTICLE
VIII ELECTIONS
Section
I. Elections
A.
Officers shall be elected by a vote of those members
present and eligible to vote, including Absentee
Votes, on election night.
B. No two
(2) members of the same household shall serve as
officers at the same time.
C. In the
event of a tie vote for any position, a new vote shall
be immediately cast for that position until the tie is
broken.
D. In the
event there are two (2) or more candidates for any
position, the candidate receiving the most votes
wins.
E.
Absentee votes will be allowed under extreme
circumstances; judgment of the circumstances shall be
the responsibility of the presiding officers.
F. To cast
an absentee vote, an active member must
1.
Submit the vote in their own handwriting
2. Seal
the vote in an envelope and clearly mark the outside
(Absentee Vote with the date of the proposed
election); and
3.
Deliver the sealed vote to the Secretary prior to
the election
G.
Absentee votes will remain sealed until the election
and then opened and duly recorded by the Secretary. It
shall be the Secretary's responsibility to maintain
records of active members from whom absentee votes
have been received.
Section
II. Installation of Officers
Installation of the newly elected Officers shall take
place at the first monthly meeting following the
election.
ARTICLE
IX. COMMITTEES
Section
I. Standing Committees
The
following shall be standing committees
1.
Membership (optional - may be elected by vote and
serve as a board member)
2.
Newsletter (optional -may be elected by vote and serve
as a board member)
3.
Telephone
4.
Hospitality
The Officers
may appoint other ad hoc committees, as they are needed
Section
II. General Responsibilities of Committees
Each Committee shall be responsible for procuring,
possessing, maintaining and accounting for any and all
Club property that pertains to the functions of that
Committee.
Section III.
Duties of Standing Committees
All Committees shall perform the duties of the Committee
as detailed below. Deviations from these duties must be
approved by the Board.
A. The
Membership Committee shall
1. Be responsible
for maintaining an accurate record of the membership
and providing the Secretary, Newsletter
Editor/Publisher and each Board member with an
up-to-date list at the meeting following any change
to the list.
2. Be
responsible for providing new members with a
membership packet to contain, but not limited:
a.
Membership card (if applicable)
b.
Copy of By-Laws
c.
Current Membership Roster
d.
Current Newsletter
B. The
Newsletter Committee shall
1. Be
responsible for preparing, causing to be printed
and distributed to each member a newsletter; and
2.
Ensure that the newsletter contains at least, but
not limited to
a. Factual
highlights of Club meetings and events
b.
New member list
c.
Calandar of events; and
d.
Financial Statement
C. The
Telephone Committee shall
Be
responsible for contacting by telephone or e-mail
if applicable as many members as possible to
advise them of special meetings, or other
important information, not shown on the calendar
in the newsletter.
D. The
Hospitality Committee shall
1.
Seek out and greet new members and guests at
weekly dances and make appropriate introductions;
2. Be
responsible for decisions related to food and
drink at Club events.
ARTICLE
X. MEMBERSHIP MEETINGS
Section
I. Annual Meeting
The annual
meeting for election of Officers shall be held in
September.
Under
normal circumstances this timeframe will give a new
board time for planning of the annual event if it is
to remain the last weekend of March. Outgoing board
would continue with the upcoming event and the new
board starts preparing for the following year.
Section
II. Monthly Meetings
The
general membership meeting shall be held Quarterly.
Section
III. Special Meetings
The
President and/or the other elected Officers may call
special meetings.
Section
IV. Quorum
A. At
regularly scheduled meetings, any number of active
members present shall constitute a quorum based on
prior notification to all members in good standing.
B. Ten
percent (10%) of the total active membership is
required at meetings to amend By-Laws or elect
officers based on prior notification to all members in
good standing.
ARTICLE
XI DISSOLUTION
To effect
dissolution of the Club, these By-Laws must be rescinded
by a two-thirds (2/3) majority vote of the membership
after ten (10) days' notice has been given to each
member. All net assets of the Club shall be donated to a
charity selected by vote of the membership.
ARTICLE
XII AMENDMENT OF BY-LAWS
These By-Laws must be amended at a regularly scheduled
meeting by a two-thirds (2/3) affirmative vote of at
least ten percent (10%) of the membership. A proposed
amendment of the By-Laws must be published in the
newsletter and read at the regular meeting one month
prior to the meeting for the vote.
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