Square Dance Club By-Laws September, 2005 Article I – General Section 1: Name. The name of this organization shall be Hotlanta Squares Square Dance Club. Section 2: Purpose. This is a not-for-profit association whose purpose shall be to provide social, educational, and recreational opportunities within the framework of Modern Western Square Dancing for the gay, lesbian, bisexual and transgendered (GLBT) community and their friends. To that end, the Club endeavors to: Host Modern Western Square Dances, Conduct all position dance lessons at all levels in accordance with current dance programs as set forth by Callerlab, Ensure a supportive environment to learn and participate in modern western square dancing for GBLT people and their friends, Provide an opportunity for social networking and a forum for the exchange of ideas among the members and their communities, Support and encourage the growth of Club membership, and Ensure availability of square dancing for all persons without regard to gender, race, ethnicity, creed, religion, age, sexual orientation, disability, gender identity or expression.   Article II – Membership Section 1: Membership. Membership shall be open to any Mainstream level square dancer that supports the purpose of the association and has: (a) graduated a Mainstream class sponsored by the organization, or (b) filed an application for membership with the organization’s Membership Secretary and has demonstrated a proficiency in the full Mainstream program as defined by Callerlab to the satisfaction of the Executive Committee. Members shall support the Club purpose, follow the standard square dance programs as prescribed by Callerlab, respect Club and dance venue rules and square dance etiquette when participating in Club activities and keep current contact information on file with the Membership Secretary. Section 2: Dues. Membership shall be contingent upon payment of dues. The Executive Committee shall set dues, and the date by which they must be paid. Section 3: Meetings. The Annual Meeting of the members shall be held each year in the month of June at a time and place determined by the Executive Committee. The Executive Committee may call a Special Meeting of the members as deemed necessary. A two week advanced notice will be provided to all Club members that a meeting will be taking place. The meeting format will be open discussion following "rules of common courtesy." In the case of a vote, a simple majority of Members in attendance will be sufficient to decide on a specific issue or question (except where otherwise noted in these Bylaws). Presiding meeting Chair, usually the Executive Committee President of their designee, will only vote in case of a tie. If the meeting is unable to make progress on agenda issues, the presiding Executive Committee member may invoke Robert’s Rules of Order and facilitate the process accordingly. Section 4: Club Nights. The Club will support regularly scheduled "Club Night" which shall include square dance lessons or "classes" and square dance "tips". The Executive Committee will determine these "Club Nights". There will be an opportunity for Club and other announcements to be made during each "Club Night". An attendance fee will be collected for anyone attending "Club Night". The Executive Committee will determine these fees. Fee waivers are available in hardship cases. Each hardship case should be brought to a member of the Executive Committee for approval. Each hardship case will be kept confidential and will be disclosed only in a "need-to-know" basis.   Article III – Executive Committee Section 1: Operations and Duties. The Executive Committee shall take an active part in the leadership of the organization, set the policies for the organization, serve on committees as may be formed from time to time, and be responsible for the management of the organization. The Executive Committee and interested club members shall run "Club Nights" and special dances. General duties will include: Open the hall before dances Assist the caller and cuer at dances, including ensuring them help to and from the hall Ensure that members bring refreshments, coordinate the refreshments to be brought, and set up the refreshments at appropriate club functions Collect admission fees at club dances and keep a record of attendance at dances and submit it to the Membership Secretary Pay the caller and cuer by the end of each "Club Night" and special dance and pay the required fee(s) at each dance venue Ensure that the dance venue is cleaned and closed properly after each dance Section 2: Meetings. Executive Committee members shall attend Executive Committee meetings in accordance with Article V below. Executive Committee members shall be given one full week advanced notice of all meetings of the Executive Committee. Meetings of the Executive Committee shall be open to all members; however, only Executive Committee members shall be allowed to vote. Section 3: Voting. Executive Committee members must be present to vote as voting by proxy will not be allowed. Section 4: Action by the Executive Committee. Except as otherwise provided in the bylaws, the majority vote of the Executive Committee present at the time of the vote shall be the act of the Executive Committee. Section 5: Succession. Executive Committee members shall train and advise their successor. Section 6: Committees. Each committee shall have one Executive Committee member. Committee chairs shall appoint assistants to their committee as needed. All members are eligible to serve and are encouraged to participate on committees. Section 7: Resignations. Any Executive Committee shall resign from office at any time by delivering a resignation in writing to the Executive Committee President. Section 8: Vacancies. The remaining members of the Executive Committee shall appoint a Club Member to fill an Executive Committee office. This appointment shall serve the remaining term of office for the vacated position.   Article IV – Executive Membership Officers Section 1: President. The President shall: Call and chair meetings of the club and the Executive Committee Oversee and coordinate the Management Team Serve as representation with IAGSDC, MASDA, GSSDA and any other organization Review the club’s contract with the club caller and club cuer each year Make announcements at dances Schedule and coordinate people for special dance events Serve as ad hoc member to all committees The office of President shall be a one-year term. This position will not be voted on in the general election. Each year the serving Vice-President will be promoted into the office of President. Should the Vice-President decide not to fulfill the office of the President, then the remaining Executive Committee members shall select a new President from the existing Executive Committee members or request the current President to serve another term. Section 2: Vice-President. The Vice-President shall:   Act in the absence of the President Coordinate dances and special events (other than the annual fly-in) Assist the President in club oversight and coordination of the Management Team The office of Vice-President shall be a one-year term elected yearly by the general membership. The Vice-President will be promoted to the President following the completion of the one-year term. Section 3: Treasurer. The Treasurer shall: Receive and pay all moneys of the club as authorized by the executive committee Be directly responsible for the club’s financial transactions Handle all financial records, keeping them orderly, accurately and up-to-date Report to the Executive Committee and the annual membership meeting on the financial status of the club Report directly to the President The office of Treasurer shall be a two-year term elected during the odd year. Section 4: Membership Secretary. The Membership Secretary shall: Maintain up-to-date written minutes of club and Executive Committee meetings Maintain a list of club members Handle all club correspondence, except as otherwise governed by these bylaws Maintain all club records except as otherwise governed by these bylaws Keep and maintain an up-to-date copy of the bylaws and standing club policies The office of Membership Secretary shall be a two-year term elected during the even year. Section 5: Events Coordinator. The Events Coordinator shall: Provide venue coordination, including setup and breakdown for "Club Nights" and special dances Provide event theme and decorations Provide coordination of food for special dances and events Coordinate the class The office of Events Coordinator shall be a two-year term elected during the odd year. Section 6: Marketing and Promotions Coordinator. The Marketing and Promotions Coordinator shall: Coordinate marketing and promotions Provide flyers, posters and business cards for club dances, open houses and special events Publish a monthly club newsletter The office of Marketing and Promotions Coordinator shall be a two-year term elected during the even year. Section 7: President Emeritus. The President Emeritus shall: Serve as advisor to the Executive Committee Serve as mentor to the President The President Emeritus shall be a one-year term filled by the vacating President. Section 8: Webmaster. The Webmaster shall: Provide graphic design and printing Provide development and management of web pages, web content and links The Webmaster shall be an appointed office and shall serve a term as agreed to by the Webmaster and the other members of the Executive Committee. Section 9: Non Executive Committee Offices. Club Caller: The club caller will be a paid member reporting directly to the Executive Committee. This person must have completed and must be a member in good standing of the Callerlab, Inc. The caller will provide music, plan provide dance lessons, call for club dances and help solicit callers for club events. Annual Fly-in Coordinator: The fly-in coordinator will manage the annual club fly-in. The coordinator will assign committees and committee chairpersons for this event. This position will report directly to the Executive Committee. These positions are appointed directly by the Executive Committee. Section 10: Exchanging and assigning of duties. Officers may exchange duties among themselves and their assistants as they see fit. An officer who will be unable to perform a duty may assign for a period of no more than four weeks that duty to a non-officer, who will be supervised by the Executive Committee.   Article V – Executive Committee Meetings Section 1: Decisions. The decisions of the Executive Committee shall be binding on all members of the Executive Committee and the club. Section 2: Expenditures. Any expenditure over $200 must have the prior approval of a simple majority of the Executive Committee. The President must authorize all expenditures. Section 3: Appointed Officers. Appointed officers may be removed in the same way in which they were appointed. Section 4: Temporary Committees. The Executive Committee as needed may create temporary committees.   Article VI – Managing Funds Section 1: Expenditures. The Executive Committee is authorized to expend funds as necessary to maintain Club functions consistent with Purpose as outlined in Article I, Section 2. Typical expenditures would include dance venue rent caller fees, association dues, insurance, advertising and post office box. This may also include incidentals such as copies, batteries, cards, postage, etc. All expenditures over $200 must have a simple majority approval of the Executive Committee. Section 2: Income. Club dues, as determined by the Executive Committee, along with current Member contact information will be collected and recorded by the Treasurer. All club dues shall be received by the Treasurer by May 1. Any club dues not received by June 1 will cause a temporary suspension of membership privileges. "Club Night" and class fees shall be determined by the Executive Committee. Each member is expected to pay the necessary fees for each night the member is in attendance. This includes "Angels" dancing with the Basic/Mainstream classes. These fees are needed to pay the caller fees and venue fees. Other revenues including proceeds from "fly-ins", other fund-raisers. grant moneys, and/or endowments shall be accounted as part of the general operations of the Club and managed by the Executive Committee as defined in these bylaws.   Article VII – Amending Bylaws These bylaws may be changed or amended as needed by the Club, and any member may request to change the bylaws. The process shall be as follows: a written change should be submitted to the Executive Committee for review. The Executive Committee will make written comments about it and return it to the originator for any necessary modification. If the originator still desires to support the amendment it may be revised per suggestions and/or resubmitted to the Executive Committee. Within two weeks after the resubmission, unless the originator agrees upon another schedule, the Executive Committee will present the proposed amendment to the membership for a vote. It requires a 2/3-majority vote of the membership attending a duely announced general membership meeting to make a change. All revised bylaws will be recorded and filed by the Secretary.   Article VIII – Membership Data The Club shall not distribute Club Member information without written permission of each person whose information is being distributed. This bylaw may never be removed, changed, or amended.   ARTICLE XI – PRINCIPLES OF ETIQUETTE This is a general guideline for Club Member interactions while participating in Club activities. Executive Committee Members are responsible for communicating the specifics and intent of these rules to Club Members and guests. (This guideline is adopted from "The Pleasure Principle: F. William Chickering's Guide to Excruciatingly Correct Square Dance Behavior" and the Rocket City Rainbow’s Bylaws.) Avoid drinking and drugs that may affect your reaction time and cause you to break down a square (or even cause serious injuries). Most clubs discourage drinking both before and during dancing, as the smell of alcohol on the breath can be unpleasant to others. Start out fresh; shower, use deodorant, and brush your teeth. Consider avoiding eating strong smelling foods like garlic right before dancing. Avoid cologne and perfume. This may sound corny, but it can make a big difference to your fellow dancers. At the beginning of a new tip, introduce yourself to dancers you don't know. Friendliness is one of the best aspects of square dance activities. Once in a square, you should not abandon it. An exception, of course, would be in a medical emergency or if someone is injured. Help your square dance its best. Be friendly, positive and supportive. If you see a need to direct a fellow dancer, be sure that you are correct and be gentle in your assistance. Think of the best interest of the group and take care not to hurt other dancers' feelings. Do not be critical of others. Bickering or a condescending attitude can ruin everyone’s fun. Remember that we all make mistakes and the next one might be yours. Be especially supportive of new dancers. Without them, our pleasurable pastime would die out. Listen to the Caller and avoid talking when the caller is talking or calling. Not only is it rude, but all dancers may need the information offered. Talk to the Caller if you have questions about the difficulty of his/her program or dance level called. Take every opportunity to provide feedback to the Caller as a way of developing Caller and Club compatibility. Be sensitive to other dancers’ abilities and wishes before engaging in unusual flourishes, fast swings, and twirls, and be sure your square is aware of any injuries or dance preferences that might affect your dancing. Abusive language and/or behavior or disorderly conduct is inappropriate for Club activities. A little respect goes a long way. All members and guests are welcome and shall be treated with common courtesy. All Club members should respect the rules of the dance facility.   ARTICLE XII - AFFILIATIONS This Club shall attempt to maintain working relationships with similar clubs and associations. This would include membership in the International Association of Gay Square Dance Clubs (IAGSDC), the Metropolitan Atlanta Square Dance Association (MASDA), the Georgia State Square Dance Association (GSSDA) and other associations as appropriate.   These bylaws are accepted and approved by the Hotlanta Squares Executive Committee on September 10, 2005. Dan Mutschler, Hotlanta Squares President Jim Kotaska, Vice President