SANDY BEACH SHAG CLUB
BY-LAWS
ARTICLE I: NAME
The name of the Club shall be the
Sandy Beach Shag Club (SBSC), hereinafter referred to as the Club, located in
ARTICLE II: PURPOSE AND
The Club shall be organized for the promotion and preservation of the shag dance together with the history and heritage of beach and shag music. The mission of the Club is to create and maintain an environment conducive to shag dancing, fun and great fellowship.
ARTICLE III: MEMBERSHIP
Section l: Classification and Qualifications
A. Discrimination – Membership in the Club is open to all persons regardless of race, national origin, color, sex, religion or disability. A member must be twenty-one years of age or older.
B. Active Members – Active members in good standing are entitled to vote, to attend Club functions, be elected to hold any office and serve on any committee within the Club. No classification of membership is transferable.
C. Honorary Life Member – Any member in good standing may at any time nominate another member for an Honorary Life Member designation. Such nomination shall be submitted in writing to the Board. Those members so nominated will be considered in the order in which they were received. Upon such nomination the Board shall consider such person for designation as an Honorary Life Member. Upon approval by two-thirds of its members present, the Board shall cause the names to be placed before the general membership for vote. The Board shall present the names of all approved members to become Honorary Life Members commencing with the fiscal year of 2007/2008 and all approved names each year thereafter for such designation. The first year there may be two members to receive the Honorary Life Member status and one member each year thereafter. The two names receiving the most votes will receive the designation and the one member each following year. The consideration for making such nomination should include but not limited to the following:
a. The number of years of membership in the Club and being involved in shag activities;
b. The amount of activity and involvement in supporting the Club;
c. Personal support and guidance provided to the Club;
d. Has made outstanding contribution to the Club and to the promotion and preservation of the shag dance and shag music.
It shall take a two-third vote of the general membership present at the time of the vote in order to bestow a Life Time Member designation upon the nominated member. Voting by the membership shall take place by written vote.
D. Eligibility Requirement
To be in good standing, active members and individuals wishing to join the Club shall complete the official application for membership and pay the required dues yearly.
ARTICLE IV: DUES
Section l: Membership Dues
A. Payment of Dues – Dues are to be paid annually, covering the period of membership from May 1st through April 30th, such being a fiscal year. The Board by a vote of two-thirds of its members shall establish a written policy and procedure for the purpose of establishing membership dues, the amount of such dues and payment of such dues. The policy shall be entitled “Membership Dues” and upon such policy being adopted by the Board shall be incorporated herein by reference without any amendment action to the By-Laws.
B. Member(s) shall be notified in writing (e-email, regular mail or notice in the newsletter) one month prior to the upcoming membership due date (the normal time for re-up each year), the date being the same for all members at the end of the fiscal year referred to in “A” of this Article.
C. Transfer or Refunds of Dues – Dues shall not be transferable or refundable.
D. The Board by a vote of two-thirds of its members present at the time of the vote shall have the power to extend the time for the annual re-up by a period of thirty days. During such extension all board member, officers, committees, shall remain in office with full duties as prescribed.
Section II: Delinquency of Members
A. Members shall be notified by email, written notice or telephone of delinquency in their membership dues. This notification shall follow the written notification in Section I, item “B”.
B. A member whose dues are delinquent for more than sixty (60) days shall be removed from the active membership roster to an inactive membership roster after notice in Section I, item “B”, and the additional delinquency notification in Section II, item “A”.
C. A delinquent member forfeits all rights, privileges and benefits of the Club and participation in activities of the Club as a member in good standing; however, such member may upon payment of a non-member admission fee attend any shag function that is open to guests.
D. Any member owing money to the Club for delinquent membership dues shall not be allowed to run for any office, vote on any proposals, propositions, by-laws or election.
E. A delinquent member may rejoin and receive full membership in the Club and all privileges attached thereto upon payment of a regular membership fee of $20.00 regardless of the date upon which he rejoins the Club.
Section III: Disciplinary Action: Censure, Suspension, or Expulsion
A member may be censured, suspended or expelled from membership in the Club for good cause. For purposes of this Section, “good cause” shall include, without limitations, the following behavior at any club function, dance, or meeting of the Club or any other shag club: assaultive behavior against any person; disorderly conduct tending to promote a breach of the peace; open and notorious illegal or grossly immoral public conduct; and any other personal conduct adverse to the best interests and purposes of the Club. The Board by a vote of two-thirds of its members shall establish written procedures for the purpose of disciplinary action as entitled in this section, which written policy shall be entitled, “Disciplinary Action of Members” and upon such policy being adopted by the Board shall be incorporated herein by reference without any amendment action to the By-Laws.
ARTICLE V: FISCAL YEAR
The fiscal year of the Club shall be from May lst through April 30th, inclusive, the same being as the membership dues.
ARTICLE VI: BOARD OF DIRECTORS AND OFFICER
No Director, Officer nor member shall receive compensation of any manner resulting from performing their duties for the Club, except as follows: one officer of the Club or one designated member who is attending a required/mandatory workshop as set forth in the by-laws of the Association of Carolina Shag Clubs, consisting of three (3) workshops annually, shall be entitled to reimbursements for actual expenses.
The Board shall adopt a policy establishing the guidelines governing the expenses for required attendance of the three (3) workshops stated above. The policy shall be entitled, “Reimbursement for ACSC Workshops” and shall be incorporated in these by-laws by reference.
Section I: Board of Directors
A. The Board of Directors shall be composed of the immediate past President; the current President; Vice President; Secretary and Treasurer, plus two (2) members at large to be recommended by the past President and presiding four officers to the general membership and voted upon by the general membership. The Chairperson of the Board shall be elected by vote of the full Board provided no elected officer of the Club nor Past President shall be eligible to be elected as Chairperson.
B. The term of office for the Board of Directors shall be (2) years with the exception of the seat occupied by the past President. In the event the presiding president shall not desire to serve a second term or is not re-elected by the general membership, then that seat shall become occupied by the retiring president.
C. Duties and Responsibilities of the Board:
a. The Board serves on a voluntary basis.
b. The Board is a part of the overall supervision and management of all activities of the Club.
c. The Board has the ultimate decision making authority and responsibility for directing and controlling the affairs of the Club and providing effective and efficient leadership and management of the Club.
d. The Board approves all policies that directs the operation of the Club and delegates the necessary authority to officers and committees to enable them to fulfill their duties.
e. The Board shall attend all schedule meetings of the Board on a quarterly basis and all other meetings which the officers may request their presence.
f. To establish policies governing the operation of the Club and to ensure such policies are
being complied with, however, the Board shall not enact any policy which may conflict
with the By-laws of the Club.
g. The Board in all decisions shall be fair and impartial to all members who may request to
appear before the Board for presentation of any matter and in consideration of any matter
considered by the Board. The Board upon request of a member to appear before the
Board shall provide such opportunity to a member within two (2) weeks of such request.
D. The Board shall have the authority to enter into contracts between the Club and other contracting individuals, agent(s) or agencies for services to be rendered for the benefit of the Club and its members. Such contracts may be verbal or written between the parties. The full terms of any contract shall be entered in the minutes of the Club within five (5) business days from the date of such contracts. No contract shall be entered into between the Board on behalf of the Club, which in any respect results in any employee/employer relationship nor which attempts to establish such relationship. All contracts entered into shall be of an independent contractor with the Board.
E. The Board shall issue prior approval for club funds to be donated to any cause regardless of the amount involved in such donation.
F. Upon any Board member retiring from the Board, such member shall surrender all property of the Club to the President or other elected officer of the Club.
G. The Board shall appoint two members of the Club to conduct an audit of the Club’s assets at once annually or more often as the need may be determined.
REMOVAL OF BOARD MEMBER: A Board member at large who, as a member, is suspended or expelled by the board, may be removed from the Board by the affirmative vote of a majority of the remaining members whenever in their opinion the best interests of the club would be served thereby. In the case of any such removal, the remaining members by majority vote shall elect a member from the general membership to fill the remaining term of the removed Board member.
Section II: Officers
A. The Club officers shall include the following: President, Vice-President, Treasurer and Secretary.
B. The officers shall perform the duties of their office as prescribed in these By-Laws.
Section III: Terms of Office
A. The officers shall be elected by vote of the active membership to serve until such time as they may resign, be removed from the office or until another member is elected.
B. The term of office for any officer shall commence upon officers being installed at the annual business meeting of the Club.
C. No member shall hold more than one (1) office at a time.
Section IV: Removal of Officers
Any elected officer may be removed from his or her respective office by a vote of two third of the Board upon a finding of violation of any of the following reasons and other reason found by the Board. The Board shall by two-thirds vote of its members establish written procedure for the removal of an officer which written policy shall be entitled “Procedure for Removal of Officers” and upon such policy being adopted by the Board, shall be incorporated herein by reference without any amendment action to the By-Laws.
1. Mismanagement or misappropriation of Club funds or property;
2. Failure to perform and carry out the duties of the office;
3. Failure to attend meetings of the Board and membership on a regular basis;
4. Engaging in any activity either personally, professionally or as a club officer that brings the Club, any officer or member into disrepute and/or is in conflict with the interest of the Club or would in any manner detrimental to the by-laws, policies and interest of the Club.
Section V: Duties of Officers
A. The President’s duties shall include:
1. Presiding and maintaining order of all general membership 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 with the Treasurer when required to do so. The President is authorized to cause to be issued, without Board approval, payment not to excess $ 250.00 for emergency or unexpected Club expenses.
B. The Vice-President’s duties shall 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 the Club’s non-cash assets;
4. Preparing and submitting a calendar of Club events; and
5. Attending all committee meetings as a representative of the Board.
C. The Secretary’s duties shall include:
1. Attending all meetings of the Board, Officers and general membership;
2. Preparing written minutes of all meetings as defined in (1) above;
3.
4. Conducting the general correspondence of the Club under the direction of the President;
5. Keeping attendance records of meetings as to the number of members present;
6. Determining voting eligibility of members. Members whose dues are delinquent are not eligible to vote.
7. To keep the reporter/newsletter, information and membership chairpersons informed of any new member data or change in a member’s data.
D. The Treasurer’s duties shall include:
1. Receiving and banking all monies of the Club;
2. Keeping simple bookkeeping records of all receipts and expenditures;
3. Paying bills by Club check when members submit itemized bills with receipts after they are authorized by the President or Vice-President. Prior authorization is required for any check being issued in excess of $ 500.00.
4. Keeping balanced records agreeing with monthly bank statements at all times;
5. Making deposits promptly upon receipts of Club funds;
6. Preparing and distributing to the Board at each quarterly meeting of the Board or upon request a financial statement;
7. To keep the reporter/newsletter, information and membership committee informed of any new member data or change in a member’s data.
E. All committee’s responsibilities are outlined in the job description of these By-Laws.
Section VI: Qualifications of Officers
Before any member may be nominated for a Club office, he/she shall have been a member in good standing for six (6) months or more prior to the nomination.
Section VII: Vacancy of Office
1. A vacancy in the office of President shall be filled by the Vice-President;
2. If a vacancy should occur in any other office, the vacancy shall be filled in one of two ways:
a. Either a special election by the membership shall be held at the next regular schedule Club meeting;
b. The Board may appoint a member in good standing to serve the remainder of the term if qualified under Section VI;
c. The method of filling a vacancy other than the President is in the Board’s discretion.
Section VIII: Financial Responsibility of the Elected Officers
The elected officers shall have the authority to:
A. Expend club funds necessary to pay the debts of the Club upon proper billing from another party;
B. Expend an amount not to exceed $50.00 for unexpected expenses without approval of the President.
Section IX: Quorum
At all meetings of the elected officers and/or the Board, the presence of the majority shall be necessary and sufficient to constitute a quorum for transaction of business of the Club.
Section X: Deposits
All funds of the Club shall be deposited to the credit of the Club’s checking account.
ARTICLE VII: ELECTIONS
A. Officers shall be elected by a vote of those members present and eligible to vote, including absentee votes, on election date.
B. No two (2) members of the same household shall serve as officers or as Board members at the same time, except two members of the same household may perform split duties of the same office, however, having only one vote in votes cast as a Board member or officer;
C. In the event of a tie vote for any office, a new vote shall be immediately taken for that office until the tie is broken.
H. In the event there are two (2) or more candidates for any office, the candidate receiving the most votes win.
I. Absentee votes will be allowed under extreme circumstances; judgment of the circumstances shall be the responsibility of the presiding officer.
J. To cast an absentee vote, an active member must:
l. Submit the vote in their own handwriting;
2. Seal the vote in an envelope and clearly mark the outside with the date of the proposed election; and
3.Deliver the sealed vote to the Secretary prior to the election.
K. Absentee votes will remain sealed until the election and then opened and duly recorded by the Secretary. It shall be the Secretary’s duty to maintain records of active members from whom absentee votes have been received.
ARTICLE VIII: COMMITTEES
Section l. Standing Committees
The following shall be standing committees and appointed by the officers:
1. Reporter/Newsletter
2. Membership
3. Decorations
4. Information
5. Food/Hospitality/Social
The officers may appoint other ad hoc committees as they deem appropriate to serve the interest of the Club.
Section II: General Responsibilities of Committees
A. The Reporter/Newsletter shall
1. Be responsible for preparing, causing to be published 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. Calendar of events; and
d. Other items of interest as provided by members and approved by the officers.
3. Ensure a copy of the Club’s newsletter is forwarded to ACSC in compliance with their requirements.
B. Membership
1. Be responsible for maintaining an accurate record of the membership and providing the
Secretary, Reporter/Newsletter, Information and President with an up-to-date list at the meeting following any change to the membership list.
2. Be responsible for providing new members with a membership packet to contain but
not limited to the following:
a. Membership Card
b. Copy of By-Laws
c. Current Membership Roster
3.
Print and distribute flyers for dance lessons and club
events in local business establishments in
C. Decoration
To be responsible for all decorating of the building or place wherein any dances or other events of the Club shall take place. Any approximate costs involved in decorating shall be agreed upon between the President and Chairperson of this committee.
D. Information
Be responsible for keeping all members in good standing informed of any and all Club activities
as may become necessary for special events, meetings and all other items relating to the Club
which may rise between the published newsletters.
To keep the reporter/newsletter informed of any such activities as to provide the reporter with an opportunity to include such follow-up information as may be needed in the next newsletter.
E. Food/Hospitality/Social
To arrange with members to provide certain types of food for events of the Club;
To seek out and greet new members and guests at all dances and social events;
To assist in the management of admission fees at the door and 50/50 tickets.
ARTICLE IX: MEMBERSHIP MEETINGS
Section 1. The annual meeting for the election of officers shall be held the lst Thursday of May of each year.
Section 2: Quarterly Meetings
The general membership meeting shall be held quarterly.
Section 3: The President and/or the other elected officers may call special meetings of the membership at any time. If the President, for whatever reason, does not call a special meeting, it shall take the majority vote of the other elected officers to call such meeting.
Section 4: Quorum
A. At a regular schedule meeting, ten percent of active members present shall constitute a quorum based on prior notification to all members in good standing.
B. Ten percent of the total active membership is required at a meeting to amend by-laws or elect officers based on prior notification to all members in good standing.
ARTICLE X: DISSOLUTION
To effect dissolution of the Club, these By-Laws must be rescinded by a two-third-majority vote of the membership after ten days notice has been given to each member. All net assets after payment of any and all final debts of the Club shall be donated to a charity selected by vote of the membership.
ARTICLE XI: AMENDMENT OF BY-LAWS
These By-Laws must be amended at a regular scheduled meeting by two-thirds affirmative vote of at least ten percent of the membership. A proposed amendment of these By-Laws must be published in the newsletter or notice given to each member in good standing at least ten (10) days prior to the next regular meeting or date set by the Board for such vote and the notice shall contain the date, time and place for the taking of such vote.
ARTICLE XII: SPECIAL RESERVE BOARD POWERS:
In the event the Association of Carolina Shag Clubs, (ACSC), should adopt any new By-Laws, policies or procedures for local shag club maintaining their full membership in the ACSC, the Board of the Sandy Beach Shag Club (SBSC) is empowered to vote on such action by the ACSC as it may effect the SBSC and to modify the By-Laws, policies and procedures of the SBSC to bring it into compliance with the requirements of the ACSC.
This power is limited to the this action only and is not to be considered or used for any amendment purposes as defined in Article XI of these by-laws.
Any action under this article by the Board of the SBSC shall be published in written form to the general membership.
ARTICLE XII: INSPECTION OF BOOKS AND RECORDS
Section 1: Every member of the Club shall have the right to inspect and examine the books and records of the Club. The books and records shall consist of the membership roster; books of the Treasurer and minutes of the Secretary as to all meetings of the membership, Board and Officers. Such inspection of said materials shall take place upon the annual re-up date as set forth in these By-Laws when all such materials will be available.
The undersigned hereby certifies that the foregoing By-Laws have been published to all members, read, approved and adopted as the Second By-Laws of the Club, in accordance with the requirements set forth in the First By-Laws which are rescinded upon the effective date of the above Second By-Laws.
These By-Laws shall become effective upon the new officers for the fiscal year 2007/2008 being installed and shall continue in full force and effect until amended as provided for herein.
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President Board Member
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Vice-President Board Member
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Treasurer Board Member
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Secretary