Club By Laws
By-Laws of the South Florida Swing Dance Society, Inc.
I General Purpose:
The name of the corporation shall be the “South Florida Swing Dance Society”, Inc.
A. The Corporation may and shall engage in any activity permitted under the laws of the state of Florida and these United States of America. The main purpose of the corporation shall be the preservation, perfection, progress and promotion of swing dancing.
B. In addition, the South Florida Swing Dance Society, Inc. (SFSDS) is a social organization dedicated primarily to the entertainment, fellowship and interest of its members and providing opportunities for its members to associate with others who share the enjoyment of dancing to swing type music wherever it may take us; Secondarily, to passing-on swing dancing traditions to future generations. The society is a “Not-for-Profit” Corporation.
II Duties and Responsibilities of the Board of Directors:
A. The elected board will be responsible for the operation of the society in a manner which reflects the interest of the general membership.
B. No persons, other than the board of directors, shall take it upon themselves to represent or commit the society financially, or contractually or in any public relations matter.
C. The board shall prepare an annual operating budget.
D. The board will meet once each month to conduct the business of the society.
E. The board may call a general membership meeting with at least seven days prior notice, but in any event, a general membership meeting will be held as needed.
F. For the board meetings, a quorum shall consist of a majority of the board members.
G. Any board member failing to fulfill the duties of office, or failing to attend 75% of board meetings, or failing to represent the society in an appropriate manner may be removed from office by a majority vote of the remaining board members.
III Memberships
A. For the general membership meetings, a quorum will consist of twenty five percent (25%) of the total membership in good standing. A majority will consist of 50% plus 1 vote of the membership present and voting, providing all members in good standing were notified of said meeting. An agenda will be provided prior to the meeting and no items other than those on the agenda will be open for voting.
B. All members in good standing will be clearly identified prior to any voting and non-members will not be allowed to vote. The society membership and/or mailing lists are for the exclusive use of the society and will not be given or sold.
C. Membership shall be limited to those who have reached the legal drinking age for the state of Florida. The society will not, and cannot, be held responsible for said person or any persons at a public function.
D. Dues in any amount voted on annually by the board of directors will be payable upon acceptance for membership and renewable thereafter on or before January first of each year.
E. Rules of conduct are based on freedom of speech, respect for the dignity of the individual, equality of justice for all, the principal of majority rule, the right of the minority to be heard and the duty to abide by the will of the majority.
F. If proper conduct is ignored, or otherwise abused by any member, the board has the right to call for a “special” meeting. The offending party has the option of going before the board to discuss termination of said membership. Rules and procedures will be established by the ethics committee.
G. The SFSDS, being a social society, shall use “Robert’s Rules of Order” as a guideline in areas not covered in these by-laws.
IV Officers
Officers will be selected by the board for a one (1) year term. Officers will consist of president, vice-president, recording secretary, membership secretary and treasurer. No relatives may hold officer positions at the same time. Nominees must be members in good standing for one hundred eighty (180) days prior to nomination for office, with the exception of the president who must have been a member in good standing for one (1) year.
A. President:
Presides and maintains order at all general membership, board meetings and society events; explains and decides all questions of order, announces all business and performs such other duties as necessary to enhance further development of the society.
B. Vice-President:
In the absence of the president, presides and performs the duties of the president; coordinates committees and other duties as prescribed by the president.
C. Recording Secretary:
Takes minutes of meetings, reads and files minutes of previous meetings and assumes responsibility for official correspondence by the board.
D. Membership Secretary:
Chairs membership committee, maintains and updates the membership roster and list of prospective members for communication.
E. Treasurer:
Receives and banks all monies due the society, does bookkeeping of all funds, turns over all applications for membership to membership secretary promptly and pays all bills as approved by the board. All checks shall be signed jointly by the treasurer and the president. The vice-president or another designated officer may substitute as a signatory for either the president or the treasurer in the event either the president or treasurer are unavailable to sign.
Committees:
All committee appointments will be completed by the board after the election and no later than three (3) months after nominations open (July 1st.)
A. Finance Committee:
Headed by a chairperson with at least two (2) other members. This committee will work with the board in formatting an annual budget and make sure that society events are within budget constraints. They will also audit the books at the end of the treasurer’s term and any time a special audit is called for by the board or general membership.
B. Social Dance and Activities Committee:
Headed by a chairperson with at least two (2) other members. This committee will format an annual agenda of social events including monthly dances, picnics, softball games, cruises, etc. This committee shall also be responsible for scheduling dances lessons, food, decorations, entertainment, host, hostess, door people, ticket takers, etc. If additional help is required, they will solicit volunteers from the membership. All activities must have prior board approval. The society, at the discretion of the board, may use society monies for these activities in order to lower or eliminate the cost to members. If society monies are used, these activities will be limited to members and their guests as defined by the committee running the event.
C. Membership Committee:
Headed by the membership secretary with at least two (2) other members. The responsibility of this committee will be to solicit new members for the society and volunteers for committees, get applications completed and monies turned over to the treasurer.
D. Publicity and Committee:
Headed by a chairperson with at least two (2) others members. This committee will compile all pertinent information regarding the society activities and interests for publication in a newsletter (sub-committee)
E. Telephone Committee:
Headed by a chairperson with as many members as needed. This committee will convey society information to the general membership in good standing at the direction of the board.
F. Nominating/Election Committee:
Headed by a chairperson with at least (4) other members, two from the board. The responsibility of this committee will be to distribute “Board Member Nomination Sign-up” sheets to all members, collect these sheets and then interview prospective candidates.
This committee is also responsible for seeing that the nominating, eligibility and election rules are followed. If a member of this committee accepts a nomination, that member must resign from the committee. The remaining committee members are responsible for selecting someone to fill this vacancy.
G. By-Laws/Parliamentarian Committee:
Headed by a chairperson with at least two (2) other members. This committee will be responsible for advising the board as to correct parliamentary procedures at all meetings. The chairperson or a member of this committee shall be present at all meetings near the president for consultation.
H. Ethics Committee:
Headed by a chairperson with at least three (3) other members. This committee will be responsible for the establishment of a code of acceptable behavior for society members. This code of behavior is to be approved by the board. See: Membership: Section III, E and F.
VI Standing Rules
A. Each elected board member, officer, and committee chairperson shall have a written guide for their respective position in the society. Each guide will be approved by the board and used by the officer or chairperson as a policy guide of the society. The guide will include a written “Back-up” plan to be followed for each designated duty. The goal is to have a written back-up procedure for each society action in order to insure the success of the society. Copies of all guides will be kept by both the president and the recording secretary. Established guides may be changed by a majority vote of the board. Each board member, officer and chairperson shall keep a “Record of Operations” binder with their guide. This original guide and “Record of Operations” binder shall be forwarded to each new board member, officer or chairperson.
B. Society minutes and reports will be made available to any member upon request to a board member. Copies of these records will be available at a cost of $3.00 per page to cover labor and materials. Any member is welcome to attend board meetings. If a member wishes to address the board, it must be cleared as to subject prior to the board meeting.
C. A Society historian will be appointed by the board.
VII Elections
A. The board will consist of a minimum of nine (9) to a maximum of thirteen (13) members.
B. Board members are elected to terms of 1, 2 or 3 years depending on the openings on the board and the number of votes each nominee receives; most votes = longest term. Those board members whose term is expiring will be up for re-election, assuring only a one third change of the board each year.
C. The board will select officers, as appropriate, from the elected board for a term of one (1) year.
D. Mid-year vacancies on the board will be filled for the remainder of the year by selection by the remaining members of the board.
E. Nominations for board members will open July 1st of each year with nominations from the general membership. Nominations will close after one (1) month and the election process will start.
F. The nominating/election committee will start interviews of the prospective candidates when nominations open. The interview is to determine eligibility of the candidate to serve on the board.
Eligibility shall consist of:
(1) Candidate has been a member for at least 90 days prior to nomination
(2) Candidate must be willing and able to assume the duties of an officer if selected by the board.
(3) Candidate must be willing and able to attend monthly duties of an officer if selected by the board.
(4) Candidate must be willing and able to assume the duties of at least one (1) committee chairmanship.
(5) Candidate must have a willingness to cooperate and work with others for the good of the society.
G. The nominating/election committee will formulate the ballot consisting of all eligible nominees including a provision for write-in votes.
H. Ballots will be mailed to all members within three (3) months of the opening of nominations. Ballots must be signed and membership number included to insure one (1) vote per member. Ballots will be kept secret except by the nominating chairperson who will note that members vote (check off a membership list) then delete the member’s name before ballot counting begins.
I. Ballots will be counted by the election committee and the new board members announced no later than three (3) months after nominations open. Officers and committee chairpersons will be announced no later than four (4) months after nominations open.
J. The terms of board members will begin on September 1st and run for either 1, 2 or 3 years, depending on the number of votes received and the officer’s terms will begin on October 1st of each year and continue for one (1) year.
South Florida Swing Dance Society
Code of Behavior
It shall be the duty of all SOUTH FLORIDA SWING DANCE SOCIETY members to obey our rules, conduct ourselves as ladies and gentlemen and wear proper attire. We will conduct ourselves in a manner that enhances our “good reputation”, especially with guests and members of other clubs. We will use care in matters pertaining to our judgments so that each and every one of us will continue to be active, healthy and happy swing dancers.
SFSDS BY-LAWS: Section III, Paragraph E.- Rules of conduct are based on freedom of speech, respect for the dignity of the individual, equality of justice for all, the principle of majority rule, the right of the minority to be heard and the duty to abide by the will of the majority.
SFSDS BY-LAWS: Section III, Paragraph F. – If proper conduct is ignored, or otherwise abused by any member, the Board has the right to call for a “special” meeting. The offending party has the option of going before the Board or before the General membership to discuss termination of said membership. Rules and procedures have been established by the Ethics Committee.
February 8th, 1995