BYLAWS OF THE SPOKANE AREA COUNCIL

OF THE SQUARE & FOLK DANCE FEDERATION OF WASHINGTON

 

ARTICLE ONE – NAME

The name of this not for profit organization shall be the Spokane Area Council.

Hereafter referred to as the SAC.

The SAC is a member of the Square & Folk Dance Federation of Washington.

Hereafter referred to as the State Federation.

 

ARTICLE TWO – PURPOSE – MISSION

1. To promote a spirit of friendship and tolerance among people through dance and fellowship;

2. to assist in the formation and development of square, round and folk dance groups;

3. to represent square, round and folk dancing activities as wholesome and recreational to the highest standard;

4. to promote square, round and folk dancing functions to the general public;

5. to encourage mutual cooperation and the exchange of ideas among all dancers in the SAC;

6. to inform member clubs of SAC activities and events;

7. to provide SAC representation to the State Federation.

 

ARTICLE THREE – MEMBERSHIP

1. Club membership in the SAC shall be open to all not for profit clubs interested primarily in square, round
     and folk dancing and its related arts without bias or discrimination.

     A. To become a SAC member club:

          (1) the club must meet the requirements for membership as stated in the standing rules,
               and apply to the SAC Board of Directors for a recommendation;

          (2) then the club must be approved by a majority vote at a SAC general meeting;

          (3) if approved, the application shall be sent to the State Federation.  Upon approval by the State Federation
                the club will become a member of the SAC.

     B. Annual dues shall be as stated in the standing rules for the SAC plus any and all fees required by the State

            Federation.

     C. SAC member club dues shall be paid to the SAC Treasurer by May 1st of each year.
          The Treasurer will then forward appropriate membership forms so that they will be received by the
          State Federation Membership & Insurance Chair no later than May 31st each year.

2. Each member club is entitled to four (4) delegates to vote and to represent them at SAC general and special meetings:

     A. each delegate represents one (1) member club only;

     B. has an alternate in the event they are unable to attend a SAC meeting;

     C. makes a full report of each meeting, to their member club, of SAC activities.

     D. Each delegate submits their member club’s nominees for the Board of Directors, to the Nominating             Committee.

     E. Club Delegates can be chairmen or members of any committee.

3. Individual membership is achieved by belonging to a SAC club and paying individual dues to the State Federation.      
     Whenever new members are taken into the club, the information on the new members is to be sent to the
     State Federation Membership & Insurance Chair within ten (10) days, along with the new members State Federation
      dues by the member club treasurer.  No individual membership dues are required by the SAC.

4. State Federation dues for each member club are due by May 31st and are paid directly to the 
     State Federation Membership & Insurance Chair.

5. Failure of a member club to pay dues to the SAC and the State Federation within three (3) months of May 31st 
     will be cause for forfeiture of membership.

6. If a member club fails to meet any of the requirements of membership, forfeiture of membership may be
     acted upon by the SAC Board of Directors.

7. Written notification of any forfeiture will be sent to the member club’s president at least ten (10) days
     prior to the SAC Board of Directors meeting date.

 

ARTICLE FOUR – OFFICERS

Section 1 – Officers and Duties

The officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the SAC.

1. The President shall:

     A. preside at all meetings of the SAC and the Board of Directors;

     B. appoint chairmen of all standing and special committees, except the Nominating Committee;

     C. by an ex-officio member of all committees, except the Nominating Committee;

     D. be reimbursed for travel and lodging expenses for State Federation meetings as approved by the SAC
           at the same rate as the State Federation allows;

     E. upon completing the term of office, serve the following year as an ex-officio advisor to the SAC Board of Directors.

2. The Vice-President shall:

     A. in the absence or incapacity of the President, perform the duties of that office;

     B. serve on or chair any special committee as designated by the President;

     C. assist the President in coordinating all activities of the SAC;

     D. accept duties as the President designates;

     E. have custody of, and will display the SAC banner at all SAC functions,except Board of Directors meetings;

     F. function as Treasurer in connection with emergency expenditures of money not to exceed
          five hundred dollars ($500.00).

3. The Recording Secretary shall:

     A. keep the minutes of all SAC general meetings, special meetings and all of the Board of Directors meetings;

          (1) general and/or special meetings minutes shall be sent to Board Members, SAC member club presidents,
               named club delegates, standing and special committee chairs.

          (2) only general meeting minutes will be sent to the State Federation President, State Federation Corresponding    
               Secretary and to the Corresponding or Recording Secretaries of each State Federation Area Council;

          (3) board meeting minutes shall be sent to the Board of Directors, standing and special committee chairs.

     B. keep an accurate record of attendance at all meetings;

     C. maintain revised lists of all Board of Directors, SAC member club presidents, SAC member club delegates,
     standing committee chairs and special committee chairs and with copies of these lists sent to all these officials.

4. The Corresponding Secretary shall:

     A. handle all correspondence as directed by the President;

     B. notify the Board of Directors, standing committee chairs and special committee chairs of board meetings,
           indicating date, time and place, at least ten (10) days prior to the meeting date, all notifications to be in writing;

     C. notify the Board of Directors, member club delegates, standing committee chairs and special committee chairs
          of all SAC general and special meetings, indicating date, time and place, at least ten (10) days prior to
          the meeting date, all notifications to be in writing.

5. The Treasurer shall:

     A. collect and be custodian of all funds of the SAC;

     B. disburse funds when properly approved by the Board, or the SAC, or when authorized by the President
          or in the absence of the President, the Vice-President may authorize the disbursement of funds for emergency    
          expenditures only, not to exceed five hundred dollars ($500.00);

     C. maintain an itemized accounting of all monies received and disbursed;

     D. prepare an annual statement summarizing financial transactions;

     E. ensure the signature cards of the SAC checking and savings accounts bear the signatures
          of the Treasurer, President, Vice-President and Recording Secretary;

     F. be in physical possession of the SAC debit card, checking and savings account books and normally sign all checks;

     G. file state and federal tax forms yearly.

6. The SAC Delegate to the State Federation shall:

     A. represent the SAC at all State Federation meetings;

     B. be empowered to vote on all motions at State Federation meetings but shall not
          obligate the SAC in any matter regarding finances without the approval of the SAC;

     C. make a full report of each State Federation meeting to the SAC;

     D. be reimbursed for travel and lodging expenses as approved by the SAC, for regular State Federation meetings,
          normally held in the fall, winter, spring, and the next fall and for any special State Federation meeting
          at the same rate as the State Federation allows;

     E. if unable to attend any State Federation meeting immediately notify the President so an alternate may be appointed.

7. The Promotion Director shall have the responsibility of promoting and publicizing square, round
     and folk dancing and special events of the SAC.

8. The SAC Nominating Committeeman to the State Federation shall:

     A. attend the fall and winter State Federation meetings;

     B. prepare a slate of candidates for the State Federation Nominating Committee with a written summary
          of each candidate’s qualifications, consent of each candidate is required;

     C. be reimbursed by the State Federation for travel and lodging expense at the rate the State Federation allows.

Section 2 – Qualifications, Election and Termination of Officers

1. At the November general meeting the President shall request volunteers to form a Nominating Committee
     of at least three (3) persons to nominate candidates for each office.

2. Each candidate, proposed by the committee, shall have had previous experience in at least two (2)
     of the following positions:

          A. member club officer

          B. member club committee chair person

          C. member club delegate to the SAC

          D. SAC committee chairperson

          E. presidential candidates shall have been a previous SAC Board of Directors member.

3. The Nominating Committee shall present their candidates at the March general meeting.

     A. Club delegates can submit their candidates to the committee at any time.

     B. At the March meeting nominations can be made from the floor.

     C. The Nominating Committee must have the consent of each candidate prior to presenting the slate of nominees.

     D. All nominees must either be in attendance at the March general meeting or have 
          submitted a written notice of acceptance of the candidacy.

4. Officers of the SAC shall be elected to a specific position by the voters at the March general meeting
     for the term of one year or until their successors are elected.  If there is only one candidate for the office
     the written ballot may be dispensed with.

5. No officer shall be eligible to serve more than three (3) consecutive one-year terms in any one capacity.

6. New officers shall assume duties between the order of old and new business at the June meeting of the Board of Directors.

7. Should any elected or appointed officer fail to attend three (3) consecutive Board meetings or
     a majority of SAC general and/or special meetings without reason acceptable to the Board, the tenure of such person
     may be terminated by a majority vote of the Board of Directors or by majority vote at a SAC general or special meeting.

ARTICLE FIVE – MEETINGS

1. General meetings of the SAC shall be held on the second (2nd) Sunday of September, November, January and March
     The May general meeting shall be held on the first (1st) Sunday in May. 
     This date may be revised by a majority vote of the SAC.

2. Meetings of the Board of Directors shall be held on the second (2nd) Sunday of August, October, December,
     February, April and June.  The Board may revise this date.

3. The President shall be empowered to call special meetings as may be required on their own volition
     or at the request of a majority of the members of the Board, or at the request of one-fourth (1/4) of the member clubs
     for good and sufficient reason.

4. Any motions at a Board meeting for financial obligations exceeding five hundred dollars ($500.00)
     shall be tabled until the next SAC general or special meeting.

5. A quorum consists of a majority of the number of qualified voters in attendance at any SAC general or special meeting.

6. Members of the SAC Board of Directors, shall be one (1) person entitled to one (1) vote.

7. At the board, general or special meetings each Chairman of Standing and Special Committees 
     shall be one (1) person entitled to one (1) vote.

8. At the general or special meetings each member club is entitled to four (4) delegates;
     each delegate entitled to one (1) vote.

9. At the general or special meetings voting shall be done by a show of cards unless a written ballots required. 
     Each Board Member, each Chairman of Standing or Special Committees, and each Club Delegate
     shall receive a voting card when registering prior to the meeting.

10. The President can vote, as any other member of the assembly, when the vote is by ballot.
      In all other cases the President can (but is not obliged to) vote whenever his vote will affect the result -
      that is, he can vote either to break or cause a tie.

 

ARTICLE SIX – BOARD OF DIRECTORS

1. Consists of the following elected Officers of the SAC:

     A. President,

     B. Vice-President,

     C. Recording Secretary,

     D. Corresponding Secretary,

     E. Treasurer,

     F. SAC Delegate to the State Federation,

     G. Promotion Director,

     H. SAC Nominating Committeeman to the State Federation,

     I. Immediate Past President, as an ex-officio member of the Board

2. One (1) person shall hold each office and be entitled to one (1) vote.  An individual can not hold more than
     one (1) office. A Board Member can not be a club delegate.

3. The President can vote, as any other member of the assembly, when the vote is by ballot.
      In all other cases the President can (but is not obliged to) vote whenever his vote will affect the result –
      that is, he can vote either to break or cause a tie.

4. Individual members are welcome and encouraged to attend SAC general and special meetings but,
      shall not be entitled to vote. They can express their opinions during discussions prior to a vote
     or during Good of the Order at the end of the meeting. If an individual wishes to make a motion they can
     do so through their club delegate.

5. The Board of Directors shall:

     A. screen all club applications for membership;

     B. review business to be brought before the SAC general and special meetings;

     C. be empowered to act on business demanding immediate attention;

     D. be empowered to vote or obligate the SAC for appropriations of money not in excess of
          five hundred dollars ($500.00) for any one project, be required to report in full such disbursements
          at the next SAC general and/or special meeting;

     E. all members of the Board shall be members in good standing of a member club of the SAC.

6. Vacancies occurring on the Board, except the Presidency, shall be filled by presidential appointment.
     The new incumbent to serve out the unexpired term of office until the next election.
     Those appointed shall meet the requirements in Article Four, Section 2, Number 2, of these bylaws.

 

ARTICLE SEVEN – COMMITTEES

1. The standing committees of the SAC shall be:

     A. Footnotes Reporter,

     B. Round Dance Committeeman,

     C. State Federation Heritage Representative,

     D. Historian,

     E. Dance Schedule Chairperson,

     F. Photographer,

     G. Newsletter Editor,

     H. Calendars Coordinator,

     I. Kitchen Director,

`    J. Advertising Coordinator,

     K. Webmaster.

2. The President shall appoint Chairmen of standing committees.  They shall serve for one year.
    They may be reappointed by the President each year.

3. Special committees may be appointed by the President whenever necessary.  Such a committee will continue to exist
     until the assignment has been completed and the report has been made, 
     or until the committee is dismissed by the President.

4. Club Delegates may serve as chair or members of standing or special committees.

5. Chairmen of Standing and Special Committees of the SAC shall be one (1) person
     and be entitled to one (1) vote at the board, general or special meetings.

ARTICLE EIGHT – PARLIAMENTARY AUTHORITY

1. These bylaws shall not conflict with nor supersede the State Federation bylaws or any national, state or local law.

2. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the SAC
     in all cases to which they are applicable and in which they are not inconsistent with these bylaws
     and any special rules of order the SAC may adopt.

ARTICLE NINE – AMENDMENTS TO THE BYLAWS

1. These bylaws may be amended by two-thirds (2/3) vote of those voting at a SAC general or special meeting.

SPOKANE AREA COUNCIL STANDING RULES

Updated 13 October 2019

Definitions - SAC = Spokane Area Council

WDC = Western Dance Center

WDA = Western Dance Association

NSDC = North Spokane Dance Center

NSDA = North Spokane Dance Association

SCCA = Spokane Callers & Cuers Association

State Federation = Square & Folk Dance Federation of Washington

1.  VISIT SPOKANE

The Webmaster, or a designated representative, should inform Visit Spokane of
SAC dance activities in our area each month.

 

2.  DANCES

A.  Introduction to Square Dancing Dances;

1.  SCCA provides callers,

2.  NSDA and WDA will provide their halls for introduction dances in the fall,

3.  SAC takes care of all other duties such as door, refreshments, kitchen and clean up.

B.  Fifth Saturday Dances - SAC sponsored events;

1.  SAC provides the caller(s) and cuer(s),

2.  SAC takes care of all other duties such as door, refreshments, kitchen and clean up,

3.  Dances will rotate between the WDC and the NSDC.

C.  Party Dances;

1.  Sponsored by SCCA and clubs participating in lessons,

2.  SAC is not responsible.

D.  Dress code for SAC sponsored dances;

Suggested dress code for ladies is square dance or prairie skirts and for men is long pants
and long sleeved shirts.

E.  State Meetings held in Spokane;

1.  Will rotate between the WDC and the NSDC.

2.  The State Meeting Committee Chair shall coordinate Friday and Saturday night
dances to be sponsored by the organizations normally dancing on those nights.
3.  The Chair will coordinate all weekend activities, such as meals.

F.  Fifth Weekend Dances in Spokane;

1.  The weekend will be jointly hosted by SAC, NSDA, and WDA,

2.  The dances will be at both the NSDC and WDC. The Friday night dance will be
at one hall and the Saturday dances will be at the other hall on an alternating basis,

3.  The prices will be similar to other area weekend dances,

4.  All expenses and/or profits will be divided equally among the three (3) sponsoring
organizations (SAC, WDA and NSDA),

5.  The SAC Treasurer will handle pre-registration, collect all monies, and pay all bills,

6.  Schedule will be: 4 sessions: Friday night (MS with rounds), Saturday morning
(round dance workshop/dance) & Saturday afternoon (Plus dance with Advanced)
and Saturday night (MS with rounds),

7.  The duties will be shared by all three organizations (SAC, WDA, NSDA): Treasurers
from the three sponsoring organizations will coordinate the door effort. Each
organization will oversee cleanup for one of the following: Friday evening, Saturday morning & afternoon, and Saturday evening,

8.  A committee, chaired by the SAC Promotion Chairman and including the NSDA and
WDA Program Directors, will review out of area callers, as well as national callers.
The committee will make recommendations to the organizations’ boards for final
approval.

9.  Cuers will be local unless caller hired has cuer partner and works out mutually for
caller and the organizations to use caller’s partner,

10.  Advertising will be done by the SAC Promotion Chairman.

 

3.  ENDORSING PRIVATE ENTERPRISE

The SAC and the State Federation do not endorse any specific enterprise and recommends
that the clubs do the same.

 

4.  FIRST MEETING

A.  At the first SAC general meeting the president will explain the State Federation, the SAC

and the duties of the Club Delegates.

B.  The Recording Secretary shall publish and distribute list of board members, club
presidents, standing and special committee chairs to the club delegates.

 

5.  CLUB MEMBERSHIP or RENEWAL FORM

A. ‘Application for New Club Membership or Renewal Forms’ prepared by Clubs,
Associations and SAC should be typed and include addresses, email and phone numbers
of all officers.  Form and instructions are located on the State Federation website under
M&I tab.

B.  SAC fees ($7.00) and State Federation fees ($5.00) are payable by May 1st to the SAC
treasurer, who then forwards membership forms and dues to the State Federation by
May 31st.

6.  INDIVIDUAL MEMBERSHIP ROSTER & INSURANCE ROSTER

A.  The club treasurer will complete the Membership Roster form as sent to him/her by the
State Federation Membership & Insurance Coordinator and return them to the
State Federation Membership & Insurance Coordinator by May 31st.

B.  Clubs are required to furnish Membership & Insurance Coordinator with club
membership and insurance roster which should include name, address, email, and
telephone number of each club member and an indication of each club member who pays
insurance through that club.

C.  The Membership & Insurance Coordinator provides an updated club membership list to
the SAC Recording Treasurer which will be distributed to the clubs’ presidents.

 

7.  NEW CLUBS

A.  Any new club joining the SAC shall submit proper ‘Application for New Club
Membership or Renewal Form’ as provided by the State Federation, SAC fees ($7.00),
State Federation fees ($5.00) and a copy of their bylaws for approval by the Board and
Club Delegates.

B.  All clubs, in order to be accepted into the State Federation, must abide by the non-profit
status as written in State Federation bylaws. It shall be stated in their bylaws that the
club is a non-profit organization and non-discriminatory organization.

 

8.  STATE FOOTNOTES MAGAZINE 

All club reports should be submitted to the SAC Reporter by the tenth (10th) of the
month, not directly to Footnotes.

 

9.  SPOKANE AREA COUNCIL NEWSLETTER

A.  Information for the SAC Newsletter is due to the Dance Schedule Chairperson by the 

fifteenth (15th) day of the month prior to the month of the newsletter. (Example: The February information is due before the 15th of January.)

B.  SAC’s ad sheet is available to all SAC Members and clubs, and ads are due to the
Council Ad Coordinator by the 15th of the month prior to the month of the newsletter.
(Example: The February information is due before the 15th of January.) Prices for ads are
available from the ad coordinator or on the SAC web site.

C.  Dancer related ads will be accepted on a space available, first come, first published basis
from a SAC member by the fifteenth of the month prior to the month of the newsletter.

D.  The newsletter is available by mail for seven dollars ($7.00) per year from the Newsletter
Editor. It is also available on the area council website - www.SquareDanceSpokane.org.

 

10.  HALL RESERVATION

A.  Western Dance Center

Requests should be submitted in writing to the WDA Assistant Secretary by the 15th of
January for the next year’s Fifth Saturday Dances and Introduction Dances.

B.  North Spokane Dance Center

Requests should be sent to the NSDA Program Chairperson for the General Meetings, Fifth Saturday Dances and Introduction Dances by the 15th of January for the next dance season.

 

11.  ROUND DANCE CHAIRPERSON

The SAC President is responsible for advising the State Federation Round Dance
Coordinator, no later than June 30th, the name of the SAC Round Dance Coordinator.

 

12.  TRAVEL ALLOWANCE

The Heritage Center Representative shall be reimbursed for travel and lodging expenses for
State Federation Meetings as approved by the SAC at the same rate as the State Federation
allows.

 

13.  SUPPLIES

SAC furnishes its own supplies for SAC dances and meetings and has its own locked cabinets in the WDC and the NSDC for supplies. There is also an additional storage room, with filing cabinet, in the attic of the WDC for other properties of the SAC.

 

14.  UPDATE BY-LAWS & STANDING RULES

A. The Bylaws and Standing Rules shall be reviewed annually by a committee, the chair to
be appointed by the President. 

B.  The SAC Board, and then the general membership, shall approve any recommendation for change.

C.  A copy of the updated Bylaws and Standing Rules shall be given to each Board Member,
each SAC Member-club and placed on the website.

 

15.  HALL OF FAME

A.  SAC President will appoint two (2) people as Chairman to the Hall of Fame Committee
in January and give them the Hall of Fame Committee Book.

B.  SAC President will request from the SCCA, WDA and NSDA the names of their two (2)

representatives to serve on this committee. These names will be given to the President in a sealed envelope by the March General meeting.  The President will then turn over the sealed envelopes to the Chairman of the Hall of Fame Committee for them to make contact and begin the selection process.

C.  SAC President will request from the council clubs any nominations for the Hall of Fame

to be given to the President by the May General Meeting in a sealed envelope.  The

President will then turn over the sealed envelopes to the Chairman of the Hall of
Fame Committee for them to consider for the Hall of Fame Award at their committee

meeting.

D.  Hall of Fame Committee shall remain anonymous. Past recipients of the award may
be called upon to act on an advisory committee.

E.  The Hall of Fame Committee Book will be returned to the SAC President by the end of
that calendar year.

 

16.  GUIDELINES FOR OFFICERS AND STANDING COMMITTEE CHAIRPERSON

A.  Officers and Committee Chairs will review and updated the guidelines for their positions and give copies of them to the Recording Secretary at the April Board meeting each year.

B.  The Recording Secretary, the Nominating Committee and the President shall keep copies of guidelines. They will also be posted on the web site.

C.  Each Officer and Committee Chairperson shall be provided with a copy of their
respective duties.

D.  Each Officer and Committee Chairman shall provide to the Recording Secretary and the
President a written copy of their report at or before each meeting.

 

17.  FUNDS PAID

A.  No funds paid for any purchase over ten dollars ($10.00) without a receipt.

B.  No funds paid from door receipts.

C.  Expense vouchers must be submitted for all purchases.

D.  SAC financial books should be audited yearly before the incoming Board takes office.

 

18.  CALLER’S FEES

SAC pays up to $300 or 50% of the gross - whichever is greater for the SAC evening dance.
SAC pays net proceeds for an afternoon dance. The caller is required to have a current
BMI/ASCAP license. Copies of the contract will be given to the President and Treasurer.

 

19.  CUER’S FEES

SAC pays up to $100, per session, for cueing. The cuer is required to have a current
BMI/ASCAP/SESAC license. Copies of the contract will be given to the President and Treasurer.

 

20.  SEMINAR REGISTRATION

SAC will pay a registration fee to the Square and Folk Dance Federation of Washington Leadership Seminar for one (1) couple from each Member-club. 

 

21.  SPOKANE AREA COUNCIL DANCE FEES

Suggested donation for SAC dances is six dollars ($6) per person over age eighteen (18),
three dollars ($3) per dancer under age eighteen (18), to a maximum of twenty dollars ($20)
per family.

 
 

Spokane Area Council, Spokane WA