Crystal Chandelier Ballroom Dance Club

 

 Crystal Chandeliers Ballroom Dance Club

Update Approved 12-14-14

ARTICLE I – NAME, PURPOSE

Section 1: The name of the club shall be “Crystal Chandeliers Ballroom Dance Club (CCBDC or Club)

Section 2: CCBDC is organized exclusively to promote the following objectives:

     a. To meet together in appropriate places on a regular basis to dance and have fun.

     b. For its members to become accomplished ballroom dancers,

 

Section 3: Notwithstanding any other provision of these articles, the Club shall not carry on any other activities not permitted to be carried 

                on by a club or organization exempt from federal income tax under section 501(c)(7) of the Internal Revenue Code, or the

                corresponding section of any future federal tax code.

ARTICLE II – MEMBERSHIP

Section 1: Membership shall consist of all individuals who join the CCBDC by means of paid or honorary membership. The Executive Board

                may grant membership to any individual that supports the mission and purposes of the Club, successfully completes the

                application process and who pays the annual dues as set. Members in good standing shall receive regular updates of Club

                activities, synopsis of Executive and General Meetings and Treasurer’s reports.

 

Section 2: Honorary Members shall be listed and identified as Honorary Members and may attend the Club’s monthly meetings. When

                attending, they shall not vote or cast a ballot on Club business, but may participate in Club discussions.


Section 3: In an effort to provide an enjoyable and safe experience for all Club members and guests, members and guests are expected to

                conduct themselves in a manner that respects others, and does not impede, endanger or harass anyone trying to partake in Club

                dances or other activities. Failure of a Club member or guest to conduct themselves in this manner is cause for expulsion from

                the Club and all Club activities. In addition, grounds for expulsion may include behavior inconsistent with the Club’s Golden Rules

                of Etiquette, or behavior outside the CCBDC that is incompatible with the good of the Club. The Executive Board, by affirmative

                vote of two-thirds of all the members of the Board, may suspend or terminate a membership.


Section 4: A member who defaults in the payment of dues shall become ineligible for benefits of club membership or voting rights.


Section 5: Any member may resign by filing a written resignation with the Secretary. Such resignation, however, shall not relieve the

                member so resigning of the obligation to pay any other charges theretofore accrued and unpaid.


ARTICLE III – GENERAL MEETINGS

Section 1: The Club’s business meetings shall be conducted in accordance with the Club’s bylaws and Robert’s Rules of Order. Should a

                problem develop between the two, the Club’s bylaws will govern.


Section 2: The Club may hold General Meetings in even-numbered months, and the Executive Board will meet in odd-numbered months,

                with dates and times to be determined. For good reason, any such meeting can be omitted or changed.

     a. Special sessions may be called by the Club’s President or Executive Board when required, providing a five day notice is

         given to the membership.


Section 3: A quorum for a General Meeting shall consist of attendance of 30% of all members in good standing at the time of the meeting.


Section 4: Unless specified elsewhere in the bylaws, decisions of the membership that are put to a vote shall be decided by a simple

               majority.


ARTICLE IV – DUES

Section 1: Annual dues are due each calendar year on the last day of the anniversary month of a member’s joining.

Section 2: Annual dues must be current for any member to vote at a General Meeting, hold a leadership position, or receive member benefits.

Section 3: When circumstances warrant, the Executive Board shall recommend to the membership dues changes for the Club based upon

                required funding and the Club’s needs. A majority vote of the membership at a General Meeting is required to enact any dues

                changes.


ARTICLE V – EXPENDITURES

Section 1: All expenditures or contractual obligations in excess of $100.00 must have prior approval of the Executive Board.


Section 2: Only the President or Treasurer may sign contracts on behalf of the CCBDC.


Section 3: Both the President and Treasurer shall have signature authority on any and all bank accounts of the CCBDC.


Section 4: All purchases and expenditures shall be documented with receipts or contracts that will be provided to and retained by the

                Treasurer. Such documentation shall be retained for a period of 7 years.


Section 5: Within any one month period, the President or Treasurer may make purchases of incidental items up to a value of $100.00


Section 6: Within any one month period, the President or Treasurer may delegate purchase authority of up to $100.00 to a specific

                committee of the CCBDC.


Section 7: Whenever funds are received in the form of cash, such receipts will be counted and documented by at least two members of the

                CCBDC.


ARTICLE VI –EXECUTIVE BOARD

Section 1: Executive Board Role, Composition and Compensation: The Executive Board is responsible for overall policy and direction of the

CCBDC, and will delegate responsibility for day-to-day operations to the Officers of the Club. The Executive Board shall consist of four

Officers (President, Vice President, Treasurer, Secretary) and 5 Trustees. The Board receives no compensation other than reasonable

expenses ($25.00 or less).


Section 2: Terms: All Officer positions shall serve for a two-year term, but are eligible for re-election, and limited to two consecutive terms.

Trustees shall serve a one-year term, but are not term limited and may serve consecutive terms. President and Secretary elections will be

held for the upcoming even year. Vice President and Treasurer elections will be held for the upcoming odd year.


Section 3: Executive Board Elections:

     a. Elections of Officers and Trustees will occur as the first item of business at the General Meeting in December. Elected leaders

         will take office on the first day of January.

           

     b. Candidates for all positions must be members in good standing with at least one year’s tenure in the Club, and be willing

         to serve in the capacity of the positions for which they are nominated.


     c. Names of candidates for all positions nominated by the Nominating Committee shall be posted on the Club’s website prior

         to an election. Those who don’t have access to the Club’s website will be sent the information by mail.


     d. If it should become impossible to secure a willing tenured person for any office except the President, the tenure

         requirement may be waived by majority vote of the Executive Board.


     e. Elections shall be conducted by secret written ballot. During the balloting, in addition to all candidates identified by

         prior nomination, members may vote for any qualified member by writing in their name on the ballot.


     f. After confirming that all members present have had an opportunity to vote, the balloting shall be closed. The President or

        Vice President shall appoint two tellers from among the members in good standing present to collect and tally ballots.

        The tellers shall report the count to the President. The President shall report the result to the membership.


     g. Election to all positions requires a majority vote. If there is any office for which no candidate receives a majority, a second

         round of balloting shall be conducted in which only the two candidates receiving the most votes in the prior round of

         balloting shall be considered.

 

Section 4: Quorum: A quorum must be comprised of at least two-thirds of the Executive Board members, with a minimum of two officers

included, before business can be transacted or motions made or passed. Unless specified differently elsewhere, decisions of the Executive

Board shall be made by majority vote of Board members participating.

 

Section 5: Participation in a Meeting by a Conference Call: Members of the Executive Board may participate in a meeting through use of a

conference telephone or similar communications equipment, so long as members participating can hear one another and acknowledge that

they may be recorded. Resolutions may also be sent out and returned by mail, email, or fax with approval signature affixed.


Section 6: Notice: An Executive Board meeting requires that each Board member have written or electronic notice two weeks in advance or

understanding of a predetermined specific date and time.


Section 7: Vacancies: When a vacancy on the Executive Board exists, the Secretary may receive nominations for new Board members from

present Executive Board members two weeks in advance of a Board meeting. These nominations shall be sent out to Board members with

the regular Board meeting announcement, to be voted upon at the next meeting. These vacancies will be filled only to the end of the

particular Board Member’s term. An emergency meeting may be called to fill a vacancy when needed.


Section 8: Resignation, Termination and Absences: Resignation from the Executive Board must be received in writing by the Secretary. A

Board member shall be removed from their position for excess absences from the Executive Board if s/he has three consecutive unexcused

absences from General Meetings and Executive Board meetings in a year. An Executive Board member may be removed for other reasons

by a two-thirds vote of the remaining Executive Board members.


ARTICLE VII – CLUB OFFICERS AND TRUSTEES AUTHORITY AND DUTIES

Section 1: President. The President of the Club shall be Chair of the Executive Board. The President shall convene regularly scheduled

Executive Board and General Membership meetings, shall preside or arrange for other Club Officers to preside at each meeting in the

following order: Vice-President, Secretary, and Treasurer. The President shall, subject to the control of the Executive Board, have general

supervision, direction, and control of the business of the Club. The President shall have such other powers and duties as may be prescribed

by the Executive Board or these Bylaws. Specific duties of the President include:

     a. To chair all General, Executive Board or special session meetings.

     b. To call meetings to order when quorum requirements are satisfied.

     c. To announce the business of meetings, in the order it is to be acted upon:

            i. Reading and approval of Minutes

            ii. Reading and approval of the Treasurer’s Report

            iii. Report from Committee Chairs that are relevant to current project and activities for the club.

            iv. Old business

            v. New business

     d. To state, and to put to a vote all questions which are regularly moved, or arise in the course of the proceedings.

     e. To restrain and enforce the “Rules of Order”.

     f. To oversee the Board’s appointment of select Chairpersons as needed.

     g. To announce the results from the ballot votes, stating the distribution of votes.

     h. To oversee the Board’s appointment should any vacancies occur in any of the elected Offices.

     i. To sign contracts and make necessary expenditures on behalf of the Club to the extent that such commitments are authorized.

     j. The President, Secretary and Treasurer shall communicate on a regular basis about membership.

     k. The President will chair the Nominating Committee in the year the position is not up for election.

 

Section 2: The duties of the Vice-President are as follows:

     a. The Vice-President will chair committees on special subjects as designated by the Executive Board.

     b. The Vice-President shall take the place of the President and perform such duties whenever the President shall be absent, disabled, or

         unable to act.

     c. The Vice-President shall take the place of any other Officer and perform such duties whenever said Officers shall be absent, disabled

         or unable to act.

     d. The Vice-President will chair the Nominating Committee in the year the position is not up for election.

 

Section 3: The duties of the Secretary are as follows:

     a. The Secretary shall be responsible for keeping accurate and timely records of the minutes for General and Executive Meetings.

     b. The Secretary is responsible for maintaining the Clubs’ bylaws.

     c. The Secretary will take custody of all records, papers, books and documents for the Club that are not directly under the jurisdiction of 

         another Club Officer.

     d. The Secretary shall provide a copy of the minutes to the Club President and, if directed, to all members via email, mail or website.

     e. In the absence of both the President and Vice President, the Secretary shall preside over the meeting.

     f. The Secretary, President and Treasurer shall communicate on a regular basis regarding membership.

 

Section 4: The duties of the Treasurer are as follows:

     a. To hold, track and record all the funds coming into the Club.

     b. To pay properly all billed statements and/or receipts generated from actions authorized by the President and/or Executive Board. To

         keep an account of all monies paid out.

     c. Will provide the President with a monthly Treasurer’s Report.

     d. To enter new Club member information into the Club website.

     e. Give a Treasurer’s Report at all General Meetings of the Club.

     f. The Treasurer, President and Secretary shall communicate on a regular basis regarding membership.

    g. To sign contracts and make necessary expenditures on behalf of the Club to the extent that such commitments are authorized.

 

Section 5: The duties of the Trustees are as follows:

     a. Participate in deliberations and decision-making on all matters of policy and direction that come before the Executive Board.

     b. Solicit and receive opinions and ideas from members on topics of interest to the life of the Club. Present those inputs as appropriate

         in the deliberations of the Executive Board.

     c. As appropriate, communicate and explain actions of the Executive Board in communications with members.

 

Section 6: Officer and Trustee Resignations: Resignations are effective upon written notification received by the Secretary.

 

ARTICLE VIII – COMMITTEES, SPECIAL ROLES

Section 1: In addition to the committees listed below, the Executive Board may create committees as needed. The President will oversee

the appointment of all committee chairs and other non-elective positions.


Section 2: Nominating Committee

     a. The Nominating Committee shall consist of either the President or Vice President (whichever office is not up for election that year)

         and two other members appointed by the Executive Board by majority vote.

     b. The committee is responsible for identifying a suitable slate of Club members who are qualified, willing and able to serve as Officers

         or Trustees for positions that are to be filled in the coming term.

     c. The committee shall convene no later than September of each year to conduct its’ business.

     d. The committee shall submit its recommended slate of candidates to the Secretary in advance of the publication of the Clubs’

         newsletter prior to an election.

 

Section 3: Welcoming/Hospitality Committee

     a. The function of the committee is:

           i. To acquire information about new members;

          ii. To make new members feel welcome at our dances by greeting them, introducing them to others and assisting them with seating;

          iii. To acknowledge special birthdays or anniversaries;

          iv. To send cards to those members experiencing serious illnesses, injuries or a death in the family.

     b. The Committee shall consist of two (2) or more members to perform Committee business.

     c. One committee member will be designated to send out welcome letters, membership cards and any greeting cards as listed in

         sub-section c and d.

 

Section 4: Dance Development Committee:

     a. The function of the Committee is:

          i. To gather information about local venues, bands, DJs, and dance instructors for use in setting up club dances.

          ii. Using this information gathered to submit suggestions for future dances to the club president.

          iii. If needed to work in tandem with the Special Event Committee.

          iv. To inform new and existing members of dance classes or private lessons offered in the area.

     b. The Committee shall consist of two (2) or more members to perform committee business.

     c. The Committee shall meet as frequently as required by members, at the time and date established by its members.

 

Section 5: Dance Events Committee:

     a. The function of the Committee is to develop events and/or activities that are unique and different at various club dances.

     b. The Committee will prepare costs and logistics for each event and/or activity to present to the Executive Board for approval.

     c. If needed, to work in tandem with the Dance Development Committee.

     d. The Committee shall consist of two (2) or more members to perform Committee business.

     e. The Committee shall meet as frequently as required by members, at the time and date established by its members.

 

Section 6: Party Supplies and Decorations Committee:

     a. The function of the committee is to provide needed supplies, snacks and decorations for club dances and functions.

     b. The committee will prepare costs for each dance and/or function to present to the Executive Board for approval. All costs over  

         $100.00 must be pre-approved by the Executive Board.

     c. The committee will be responsible for set up and take down of supplies, snacks and decorations at each dance. They can ask the

         membership at any time to help with this.

     d. One or two committee members will be designated to store the clubs supplies and decorations.

     e. The Committee shall consist of two (2) or more members to perform Committee business.

     f. The Committee shall meet as frequently as required by members, at the time and date established by its members.

 

Section 7: Computer Support Committee:

     a. Will develop, maintain and update the Club’s website under the direction of the President and/or Executive Board.

     b. Will maintain the electronic application process whereby the Bylaws and Rules of Etiquette must be checked off as read and agreed to

         before membership payment can be made.

     c. Will notify members when yearly dues are due.

     d. To make emergency announcements by e-mail if needed.

     e. If needed, to establish an online voting system as directed by the Executive Board.

 

Section 8: Historian:

     a. The Historian will gather photos from Club activities and keep the Club’s photo albums up-to-date.

     b. Will bring the most recent album(s) to the Club’s next formal or semi-formal dance.

     c. Will bring any extra club dance photos for members to take at club dances.

     d. All albums will be brought to the yearly Member Appreciation Dance.

     e. Will provide any photos needed for use on the club’s website.

 

ARTICLE IX – AMENDMENTS TO BY-LAWS

Section 1: Proposals to change any part of these By-Laws may be developed and approved by majority vote of the Executive Board, or may

                be presented in writing to the Executive Board by 10 members in good standing at any General Meeting.

Section 2: Proposed amendments shall be posted on the Club website for at least 30 days prior to any open discussion by the Members at a

                General Meeting. Those members who don’t have access to the Club’s website will be sent the information by mail.

Section 3: A notice will be given announcing a “ballot” vote on the proposed amendment. The “ballot” vote will be scheduled on the next

                meeting after the meeting where the proposed amendment was discussed during the General Meeting.

Section 4: Amendments to the By-Laws shall be ratified by a majority vote at a General Membership meeting. Amendments so ratified will

                be effective immediately.

 

ARTICLE X – CLOSURE OF THE CLUB

Section 1: If a proposal to close the Club has been brought forth according to the procedures for amending By-Laws in Article IX, Section 1,

                the General Membership must vote on the proposal at a special election.

Section 2: All members must be notified at least 45 days prior to the special election of the proposal and election via: Club website, general

                letter, email, or mailed to non-email members.

Section 3: Two-thirds quorum of those present at the special election and those who voted by special absentee ballot will be required to

                pass the proposal.

Section 4: In the event of the dissolution of the Club, assets shall be distributed for one or more exempt purposes within the meaning of

                Section 501(c)(7) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be

                distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of

                shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the Club is then located,

                exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and

                operated exclusively for such purposes.

Crystal Chandelier Ballroom Dance Club
A Not-For-Profit Organization

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