Article I – General

Section 1.1 - Name. The name of this organization shall be Cotton Pickin’ Squares.

Section 1.2 - 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:

0. Host Modern Western Square Dances,
0. Conduct all position dance lessons at all levels in accordance with current dance programs as set forth by Callerlab (www.callerlab.com),
0. Ensure a supportive environment to learn and participate in modern western square dancing for GBLT people and their family and friends,
0. 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
0. 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 2.1 - Membership

General Membership: Membership shall be open to any person at least 18 years of age, who is interested in square dancing, and meets one of the following: graduated a Mainstream class sponsored by the club, or filed an application for membership with the club’s Secretary and has demonstrated a proficiency in the full Mainstream program as defined by Callerlab to the satisfaction of the Executive Committee.

Associate Membership: Students shall be considered Associate Club Members, without voting privileges. The Membership committee shall determine when each student is capable of “Club Level” dancing.

The official club caller, and the caller’s significant other, shall be considered “non-dues paying” members with full club privileges.

Section 2.2 - Dues. Membership shall be contingent upon payment of dues. Dues shall be set by the club membership upon recommendations of the Executive Committee.

Any member not current with the club dues is not entitled to vote.

Section 2.3 - Meetings. The Annual Meeting of the members shall be held each year in the month of ____________ at a time and place determined by the Executive Committee. The Executive Committee may call a Special Meeting of the members as deemed necessary. 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 or 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 2.4 - 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.”

Article III – Executive Committee

Section 3.1 - Operations and Duties. The Executive Committee shall take an active part in the leadership of the club, set the policies for the club, serve on committees as may be formed from time to time, and be responsible for the management of the club. 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 at dances, including helping them 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 dues at club dances and keep a record of attendance at dances and submit it to the Secretary
• Pay the caller 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 3.2 - Meetings. Executive Committee members shall attend Executive Committee meetings in accordance with Article V below. Meetings of the Executive Committee shall be open to all members; however, only Executive Committee members shall be allowed to vote.

Section 3.3 - Voting. Executive Committee members must be present to vote as voting by proxy will not be allowed.

Section 3.4 - 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 3.5 - Succession. Executive Committee members shall train and advise their successor.

Section 3.6 - 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 3.7 - Resignations. Any member of the Executive Committee can resign from office at any time by delivering a resignation in writing to the Executive Committee President.

Section 3.8 - 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 4.1 - President. 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.

The President shall:

• Call and chair meetings of the club and the Executive Committee
• Establish committees when not otherwise provided for
• Ensure club regulations and rules are enforced
• Serve as representation with IAGSDC and any other organization
• Review the club’s contract with the club caller each year
• Make announcements at dances
• Schedule and coordinate people for special dance events
• Serve as ad hoc member to all committees

Section 4.2 - Vice-President. 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.

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
• Act as chairperson of the Membership Committee

Section 4.3 - 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
• Pay all club expenses out of the club fund
• Handle all financial records, keeping them orderly, accurately and up-to-date
• Maintain a petty cash account for making small purchases as necessary
• Report to the Executive Committee and the annual membership meeting on the financial status of the club, including an updated roster
• Report directly to the President

Section 4.4 - Secretary.

The 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
• Keep in touch with m embers who have been absent from club dances

Section 4.5 - 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

Section 4.6 - 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

Section 4.7 - 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 4.8 - 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 4.9 - Non Executive Committee Offices.

Club Caller: The club caller will be a paid member reporting directly to the Executive Committee. The caller will provide music, 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.

Article V – Executive Committee Meetings

Section 5.1 - Decisions. The decisions of the Executive Committee shall be binding on all members of the Executive Committee and the club.

Section 5.2 - 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 5.3 - Appointed Officers. Appointed officers may be removed in the same way in which they were appointed.

Section 5.4 - Temporary Committees. The Executive Committee as needed may create temporary committees.

Article VI - Election of Officers

The term of office for all officers shall be one year.

There shall be a Nominating Committee consisting of three members appointed by the President during the _______ meeting. Only names of persons who have consented to serve shall be placed on the Nominating committee’s slate of officers. The Nominating Committee shall present its slate of proposed officers and the slate 30 days prior to the election.

Election night will be the first week in ________. Additional nominations may be made from the floor at that time. Officers will be elected by secret ballot if there is more than one nominee for the office.

Article VII – Managing Funds

Section 6.1 - Expenditures. The Executive Committee is authorized to expend funds as necessary to maintain Club functions consistent with Purpose as outlined in Article I, Section 1.2. 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 6.2 - Income. Club dues, as determined by the Executive Committee, along with current Member contact information will be collected and recorded by the Treasurer. Membership payments are due the first of each month.
“Club Night” and class fees shall be determined by the Executive Committee. 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 VIII – 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 IX – 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 X - 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) and other associations as appropriate.

Article XI - Dissolution of Club

In the event of the dissolution of the club, any money left in the club treasury, after all debts have been paid, shall be disposed of as decided by a majority vote of the club to members present at the meeting. Any remaining funds will be donated to a charity to be decided upon by the majority of the membership in good standing at the time of dissolution.

Article XII - Acceptance of Bylaws

These bylaws were accepted and approved by a majority vote of the club membership on July 1, 2010 and shall hereafter be accepted as the legal bylaws and constitution of the Cotton Pickin’ Squares Dance Club.

Sonia Garner, President CPS

Deb Kaufman, Vice President CPS