SWINGING SQUARES

of Rhode Island

SWINGING SQUARES OF RHODE ISLAND CONSTITUTION

Revised April 25, 2011

PREFACE

The purpose of the Club is to promote Western Style Square and Round Dancing in a spirit of fun, friendliness and good fellowship. The objective of the Club is to conduct a program aimed at providing an atmosphere for people to learn and enjoy Square Dancing.

CLUB NAME AND ORIGIN

The official name of the Club shall be the "Swinging Squares or RI, Inc" hereinafter referred to as the Swinging Squares in this Constitution.

(a) Organized in April 1982 as a Callers Club.

(b) Re-organized in September 1983 as a Members Club.

(c) Incorporated (Non-Profit) as the Swinging Squares of RI Inc in May 1990 as a Members Club.

1.0 MEMBERS BOARD:

The Members Board shall be the governing body of the "Swinging Squares". The Members Board shall:

(a) Conduct all Club business in accordance with the Constitution, By-Laws (Rules and Regulations) as amended April 25,2011 and the Standard Code of Parliamentary Procedure by Roberts Rules of Order Revised.

(b) Enforce the BY-Laws (Rules and Regulations) as set by the Board and approved by the members.

(c) Hire the Club Caller and Cuer approved by the members.

1.1 COMPOSITION OF THE BOARD:

The Members Board shall consist of eight (8) members elected at the Annual meeting.

The Board members:

(a) Shall be elected to serve for two (2) years.

(1) Four (4) Board Members shall be elected annually.

(b) Be a member in good standing. (A member in good standing is a member whose dues are currently paid).

(c) Shall elect four (4) officers from among the (8) to serve as:

(1) Chairperson

(2) Vice Chairperson

(3) Secretary

(4) Treasurer

1.1.1 REPLACING A BOARD MEMBER

If a Board member resigns, is expelled or is otherwise unable to fulfill his/her duties, the remaining Board Members shall:

(a) By a two-thirds (2/3) Majority, appoint a replacement to fill the vacancy for the remainder of the Members term. Said appointee must, however, fulfill the requirements of 1.1 (b).

(b) If an officer of the Board resigns, is expelled or is otherwise unable to fulfill his/her duties he/she must be replaced by an elected, NOT APPOINTED Board Member.

1.1.2 EXPULSION OF A MEMBER OF THE BOARD

A Board Member may be expelled from his/her post by a two thirds (2/3) vote of the Members Board. Grounds for expulsion may be:

(a) Gross misconduct.

(b) Failure to fulfill his/her Club duties.

(c) Misuse of Club funds and/or supplies.

(d) Any other action deemed detrimental to the good of the Club.

(1) The Board Member shall have the right to a hearing before the general membership if he/she requests such in writing.

1.2 CHAIRPERSON OF THE BOARD

The Chairperson:

(a) Shall be elected by the Members Board to serve one(1) year.

(b) May be elected to succeed himself/herself for one (1) additional year, but shall NOT serve more than two (2) consecutive years.

(c) Shall serve as an ex-officio Board Member for one (1) year following his/her term of office.

1.2.1 DUTIES AND RESPONSIBILITIES OF THE CHAIRPERSON

The Chairperson shall:

(a) Conduct all official meetings of the Members Board and officiate at all Club meetings.

(b) Represent the Club at all official functions and outside activities.

(c) Hold the ceremonial title of "President" for RI Federation of Square and Round Dance Club functions.

(d) Call any special meetings of the Board and/or General Membership as deemed necessary.

(e) Be authorized to sign Club checks, disbursements, contracts and any other official documents.

1.3 VICE-CHAIRPERSON OF THE BOARD:

The Vice-Chairperson:

(a) Shall be elected by the Members Board to serve for one (1) year.

(b) May be elected to succeed himself/herself for as many one (1) year terms as he/she remains a Board Member in good standing.

1.3.1 DUTIES OF THE VICE-CHAIRPERSON:

The Vice-Chairperson shall:

(a) In the absence of the Chairperson, perform his/her duties with respect to the Club's functions.

(b) Hold the ceremonial title of "Vice President' for RI Federation of Square and Round Dance Club functions.

(c) NOT be authorized to sign checks, disbursements, contracts or any other official club documents.

1.4 SECRETARY OF THE BOARD:

The Secretary:

(a) Shall be elected by the Members Board to serve for one (1) year.

(b) May be elected to succeed himself/herself for as many as one (1) year terms as he/she remains a Board Member in good standing.

1.4.1 DUTIES AND RESPONSIBILITIES OF THE SECRETARY:

The Secretary shall:

(a) Record and maintain the minutes of all Club meetings. (Members Board, General, Annual and any others deemed necessary) and present them at the next meeting for acceptance by the Club members.

(b) In the absence of the Chairperson and Vice-Chairperson he/she shall conduct any meetings or other Club business as requested.

(c) Maintain copies of all/any official documentation.

(d) Secretary shall be authorized to sign club checks.

1.5 TREASURER

The Treasurer:

(a) Shall be elected by the Members Board to serve one (1 ) year.

(b) May be elected to succeed himself/herself for as many one (1) year terms as he/she remains a Board Member in good standing.

1.5.1 DUTIES AND RESPONSIBILITIES OF THE TREASURER:

The Treasurer shall:

(a) Be authorized to sign Club checks.

(b) Record and maintain all Financial record of the Club.

(c) Prepare a financial report of the Club for each scheduled meeting, but not more than once each month.

(d) Prepare a yearly Financial Report and compile the checkbook for the year with the current Chairperson and two (2) club members (to include an ex treasurer if available).

1.6 PARLIAMENTARIAN

The Members Board shall appoint a Parliamentarian:

1.6.1 DUTIES AND RESPONSIBILITIES OF THE PARLIAMENTARIAN:

The Parliamentarian shall:

(a) Settle any disputes regarding Club procedures.

(b) Monitor the conduct at all meetings, in accordance with the Constitution and By-Laws (Rules and Regulations) as accepted by the Club Members

(c) Serve at the pleasure of the Members Board.

1.7. MEETINGS OF THE MEMBERS BOARD

The Members Board shall:

(a) Meet once a month during the period from September through May, unless in a case of inclement weather or illness resulting in a lack of a quorum.

(b) Meet at least once during the period from June through August.

(c) Require a quorum of five (5) Board Members for all meetings.

1.8 EXPENDITURES

The Members Board shall:

(a) Be authorized to make expenditures up to three hundred ($300.00) dollars for normal Club operations.

(b) Get approval from the majority of the members present at a previously announced meeting for all other expenditures.

(c) Submit receipts for all expenditures, regardless of the amount, for re-imbursement.

1.9. ANNUAL CLUB MEETING

The Annual Meeting shall:

(a) Be held in the month of April, on a regularly scheduled workshop night.

(b) Have a quorum of one-third (1/3) of members in good standing to be valid

(c) Receive the Chairperson's Annual Report on the status of the Club, to include recommendations for change, if necessary.

(d) Receive the Secretary's minutes of the previous General Meeting to be approved by a vote of the members present.

(e) Receive the Treasurer's Annual Report to include a compilation of the status of the Club's finances as stated in 1.5.1 and a recommendation for change, if necessary.

(f) Elect the necessary members to the Member's Board to maintain the required eight (8) members as called for in 1.1.

1.10 ELECTION OF BOARD OFFICERS

The Members Board, having been elected at the April Annual Meeting, will take office at a Special Meeting called by the Chairperson. The Special Members Board Meeting shall:

(a) Be held not later than two (2) weeks following the Annual Meeting.

(b) Elect the Chairperson, Vice Chairperson, Secretary and Treasurer (must be Board Members elected by the Club Members.) All officers are to remain in office until replaced.

(c) Elect a Program Co-Coordinator (Must be elected to the Member's Board by the Club Members).

(d) Appoint committee chairpersons, not necessarily Board Members, but members in good standing willing to accept the responsibility.

1.11 CLUB MEMBERS

To be eligible to be a member in good standing a person shall:

(a) Have been graduated from a recognized Square Dance Club

(b) Be approved by the Members Board.

(c) Pay the required dues.

Club Members shall:

(a) Be entitled to vote and run for office.

1.11.1 EXPULSION OF A CLUB MEMBER

A Club Member may be expelled from the Club, barred from all Club Dances and other sponsored events, by a two-thirds (2/3) vote of the Members Board.

Expulsion may be for:

(a) Gross misconduct.

(b) Misuse of Club funds and/or supplies.

(c) Any other action deemed detrimental to the good of the Club.

(1) The member shall have the right to a hearing before the Club members by requesting such in writing to the Member's Board. The Member's Board shall act upon such request as soon as reasonably possible.

(d) Upon expulsion no portion of dues will be refunded.

1.11.2 DUES

The Member's Board shall determine dues.

Dues shall:

(a) Be listed in the By-Laws (Rules and Regulations).

(b) Be paid before the Annual Meeting (only members in good standing are eligible to vote).

(c) Be paid by September 30th or the member shall be dropped from the Club Roster and will not receive Club notices.

(d) Payment of current dues shall reinstate the member with full Club Membership and all rights and privileges.

1.12 BY-LAWS (RULES AND REGULATIONS) OF THE CLUB

The Member's Board shall determine the By-laws (Rules and Regulations) concerning the normal functioning of the Club.

The Board shall:

(a) Present the By-Laws (Rules and Regulations) to the membership for approval.

(b) Update the By-laws (Rules and Regulations) annually.

(c) Make copies available to all members in good standing.

1.13 ALTERATION, ADDITIONS AND AMENDMENTS TO THE CONSTITUTION.

The Constitutions may be amended at any regular meeting of the Club provided that:

(a) The Board sends notification to the members two (2) weeks prior to the meeting of the proposed change{s) with their recommendation.

(b) Two-thirds (2/3) of the members in good standing are present for approval

1.14 NOMINATING COMMITTEE:

The Nominating Committee shall be appointed in January by the Chairperson from members in good standing.

The Nominating Committee:

(a) Shall not be members of the Board, but Board Members are eligible for nomination and election.

(b) Shall consist of three (3) members.

(c) Shall conduct the election at the Annual Meeting, first presenting their slate of candidates and then asking for nominations from the floor.

(1) The Parliamentarian or his/her designee shall ensure that the election is conducted in a proper manner.

1.15 AMENDMENT NUMBER 1

The members in good standing shall have the right to veto any Member's Board decision by calling a General Meeting provided:

(a) A petition stating the purpose for the meeting has been signed by fifteen percent (15%) of the members in good standing and it is submitted to the Member's Board.

(b) Upon receipt of the petition, the Member's Board must in writing notify all members in good standing within two (2) weeks.

(c) The General Meeting must be held as soon as possible, within four (4) weeks.

 


 

SWINGING SQUARES BY-LAWS

As amended April 25, 2011

1.0 CLASS

(a) Reaffirm the regulation that the class is open for three(3) weeks including Fun Night, after which persons may not join the class.

(b) Persons who have missed three (3) classes in a row shall not be allowed to continue without the Caller's permission.

(c) Persons who have previously danced may join the class, with approval of the Caller.

(d) One (1) admission will be free to any in the first three (3) weeks of a class.

(e) A welcome sheet will be presented to new class members welcoming them to the class and will include rules and regulations pertaining to attendance participation and graduation.

2.0 CLUB THEME CALL

The Club Theme Song will be the "Grand Colonel Spin”.

3.0 CLUB MEMBERSHIP

A dancer may be accepted as a club member by the members board.

4.0 FISCAL YEAR

(a) The fiscal year shall run from January 1 to December 31.

(b) The Treasurer's Annual Report will cover the period from January 1 to December 31

5.0 DUES

Members dues will be determined by the board and approved by club members, payable in the month of March (prior to the Annual meeting) or during the month of acceptance into the club.

 

6.0 CLUB AFFILIATIONS

Membership must be maintained in the following organizations

(a) SEMCA (South East Massachusetts Coordinating Association)

(b) RIFSRDC (Rhode Island Federation of Square and Round Dance Clubs)

  1. ALCOHOL, ILLEGAL DRUGS and SMOKING

NOT permitted in the building at any Swinging Squares event.

  1. BOARD MEETINGS

(a) A summary of the minutes of all meetings will be posted the following Monday at the class/workshop.

(b) Board meetings will not be held during Club functions such as class/workshops, dances etc.

9.0 BADGES AND TITLE BARS

(a) Members of the Board are entitled to wear a title bar attached to the club badge indicating they are members of the Board. It shall read "Board Member" and be supplied by the Club.

(b) Officers of the Board, elected by the members of the Board, shall be entitled to wear only the following title bars- Chairperson, Vice- Chairperson, Secretary, Treasurer. The Club will supply these bars. Board members are encouraged to wear their Club badges with appropriate Title Bar to all Club functions.

(c) Only members in good standing are entitled to wear the Swinging Squares badge and are encouraged to wear them to all Club functions.

(d) Class members will be issued temporary name badges. These badges will be collected at the end of each workshop. Once the February Beginners Ball is held the class will be responsible for keeping their own badges and wearing them to all Club functions. Upon graduation class members joining the Club will be provided a permanent Swinging Squares badge. 

10.0 Program

(a) Must be a board member, elected to the Board by Club members.

(b) Is responsible for negotiating and signing contracts with the halls, callers and cuers.

(c) Program scheduling must be completed two (2) years in advance.

(d) Callers and cuers should be contacted and confirmed one (1) week prior to the dance.

10.1 Hospitality

Will be responsible for the following functions at class/workshops and dances.

(a) Insure that refreshments are available at dances.

(b) Supervise set-up and clean-up of the areas used for the refreshment break.

(c) Purchase kitchen supplies and ingredients for refreshments.

(d) Club members will supply finger foods for each dance. Food will be eliminated at workshops.

10.2 Publicity

Will be responsible for publicizing all Club events by announcements in

(a) Newspapers, flyers, RIFSRDC and SEMCA dance calendars.

(b) At Club functions and via the Chairperson's monthly newspaper or by post card.

(c) Monitor square dance website for information and schedules for accuracy.

10.3 Sunshine

Will be responsible for sending a

(a) Floral arrangement, a fruit basket or appropriate donation from the Club on the passing of a Club member.

(b) Card on the passing of a members family.

(c) Card to a Club member in the event of an illness or special occasion.

 

 

10.4 Door Prizes

Will be responsible for the handling of door prizes

(a) Free admission - one single at a workshop and one couple at a dance. No expiration date.

(b) Six squares - Three (3) door prizes, Eight squares- four (4) door prizes and ten squares - five (5) door prizes.

(c) If the door prizes are donated adjustments will be made accordingly.

10.5 Activities

Will be responsible for outside Club activities such as but not limited to

(a) Away dances

(b) Bus trips 

(c) Any other activities planned to fulfill the social aspect of the Club. Activities costs are to be borne by the Club members unless otherwise stated.

10.6 Banner Chairperson

Will be responsible to

(a) Have the calendar established by September.

(b) Set up raid and retrieval with SEMCA Clubs.

(c) If the Banner Chairperson is unable to attend a raid or retrieval he/she will notify the Chairperson.

10.7 Class Co-Coordinator

Will be responsible to

(a) Call a class member who is absent for two (2) weeks.

(b) Encourage class members to attend Beginners Balls and try to organize car pools.

(c) Keep class members notified of our own clubs events as well as other Clubs.

(d) Attend Swinging Squares Beginners Ball and other Clubs class dances as frequently as possible.

(e) Listen to class members problems pertaining to the Club and dancing and help find a solution to the problem.

  1. DANCING THE REVERSE ROLL (Woman/Man)

A woman learning to dance as a man during class must do so

(a) From the beginning of the class year.

(b) Wear a vest that is provided by the Club.

  1. DRESS ATTIRE

All men must wear long sleeve shirts at dances. No T-shirts or tank tops will be allowed.

  1. EXEMPTIONS

The Treasurer and his/her partner or persons designated by the treasurer to act on his/her behalf are exempt from paying fees for the dances and workshops.