These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the SAC.
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).
The vice president collects ads for the Spokane Area Council newsletter. He shall ensure all ads are sponsored by SAC member clubs or dancers. He shall also ensure all ads are dance related. He shall also be responsible for ensuring all ads are paid for. All ad revenue will be given to the SAC treasurer. The vice president will provide hard copy or electronic ads to the newsletter coordinator by the 15th of the month preceeding issue publication.
The vice president coordinates dancing demonstrations at the Spokane Interstate Fair if the SAC is performing. He serves as a liaison between the SAC and the fair management. He will take all steps necessary to acquire dance time and locations. He will advise the SAC of the times and locations of the dances and coordinate the disbursement of any complimentary tickets provided by the fair management. The management should be contacted in February to ensure they have current contact information for the vice president. In the past, applications were made in March with a requested return date of Apr 1st.
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 disburse
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. the signature cards of the SAC checking and savings accounts shall bear the signature
of the Treasurer, President, Vice-President and Recording Secretary;
F. be in physical possession of the SAC checking and savings account books and normally
sign all checks;
File IRS returns yearly. Includes Organizations Exempt from Income Tax and Employer’s Annual Federal Unemployment Tax Return or what ever they send. Forms are sent to WDC address.
File Nonprofit Corporation Annual Report (Filing Fee of $10.00) By May 31st yearly. Forms are sent to SAC Treasurer’s address.
Annual statement at June meeting. Annual audit at June meeting.
Dec 15 th every year pay Convention and Tourist bureau $210.00 for renewal. Reminder will be mailed to WDC address.
Renewal forms from the March meeting and are to be returned to the treasurer by the May general meeting.
Updated April 2019 - KR
These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority
These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority.
The Corresponding secretary shall handle all correspondence, other than the minutes of meetings, as directed by the President.
Shall notify the Board and Committee members of all SAC Council Board meetings, indicating time, date and place, at least ten (10) days prior to the meeting date. All notifications to be in writing.
Shall notify the SAC Club Delegates (and possibly club secretary if no club delegated designated) of the SAC General meetings, indicating time, date and place, at least ten (10) days prior to the meeting date. All notifications to be in writing.
Read all correspondence received at the next meeting—Board or General.
Shall send the SAC General meeting minutes to all Washington State Federation Clubs’ Corresponding Secretaries.
Write and send correspondence as directed by the President and/or the Board.
Shall perform all other duties devolving upon the office of Corresponding Secretary.
These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority
The area delegate to the state is to represent the council at all state meetings. He/She shall be empowered to vote on all regular motions at these meetings but shall not obligate the council in any manner regarding finances without the approval of the council. Bidding for a State meeting would be considered a financial commitment.
Report the Council happenings, trying not to use club names. If you report one club’s events by name, other clubs may think that their events should also have been included. With 23 clubs and 3 associations it makes for a lengthy report.
You are Obligated to attend four State meeting, September through September, and be reimbursed for travel and lodging expenses as allowed by the State Federation. You are to report pertinent information discussed at the State meeting back to the council.
If you should be unable to attend the State meeting, Immediately notify the Council President so an alternate can be appointed.
SAC Nominating Committeeman to the State Federation
These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the SAC.
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 the candidate’s qualifications, consent of the candidate is required;
C. be reimbursed by the State Federation for travel and lodging expense at the rate the
State Federation allows.
1. Between September and January, each committeeman will ideally obtain one candidate for each State Office. You will find it is relatively easy to get candidates for Vice President, Treasurer and Corresponding Secretary. President and Recording Secretary are harder to get because people are afraid of the job, or do not want to run against an incumbent who they feel is sure to be elected. This is where you, as Nominating Committeeman, must put forth some effort and salesmanship to obtain candidates.
2. Review the qualifications required for each state office and be sure each of your nominees have at least the minimum requirements before accepting their names. (See Article IX State Bylaws and Standing Rules).
3. Prepare you nominees resume following the example in Section III of the General Instructions.
A. Have your Candidate(s) provide you with their list of qualifications and a black & white photograph. Be sure to include the spouse’s name, address, phone number, club and council.
B. If your candidate has a long list of qualifications, review it with them and condense it as much as possible with out omitting important features. The intent is to make the resume concise, pertinent and readable. The resume YOU provide is the only information used in selecting a candidate to be place on the State ballot and information sheet.
4. When you have the resumes prepared (typewritten), please make fourteen (14) copies, one for each of the other Council Nominating Committeemen (12) and two (2) for the Chairman of the Nominating Committee. The single photograph will go to the Chairman. Note: If your candidate does not make the final ballot, the picture will be returned.
5. Your list of candidates must be approved by your Councils Board at their December meeting.
6. At the January State meeting all Council Nominating Committeeman will meet and review the candidates resumes for each office, one office at a time. From this list of candidates, you and the other committeemen will select (by elimination ballot) two candidates for each office. Those so selected will be placed on the ballot for State Officers and be voted on by the Federated Clubs.
The second and most important part of your duties is the follow up work to get the clubs with in your council to vote.
STATE NOMINATING COMMITTEE people have the job of selecting the most qualified candidates for State Officers. Each candidate must have had previous experience in at least three (3) of the following positions:
Club Committee Chair
Area Council Officer
Area Council Committee Chair
Area Nominating Committee Chair
State Council Committee Chair
State Nominating Committee people shall meet during the weekend of the regular Winter meeting of the State Council at a time and place designated by the State President.
Each committee member should bring to the meeting a slate of prospective officers (not more than two for each office) for whom he/she vouches are currently members of a State Federated Club and are willing to have their names presented for State office.
From the group of candidates proposed, an eliminating process will ensue by vote of the committee members. Two candidates for each office will be selected to be placed on the ballot based on a majority vote of the Nominating Committee.
After the ballots are mailed to the president of each qualified club for their use in voting, it shall be your duty, upon request by the Nominating Committee Chair, to contact non-responsive clubs to ensure they have the ballots in hand and will handle per instructions received with the ballots.
State Nominating Committee shall attend two meetings each year, one in September (Fall) and one in January (Winter). You are authorized reimbursements by the State for these two (2) meetings only. Reimbursement will be made at the State Meeting based on Article XI of the State Standing Rules. You attend the May (Spring) meeting you will do so at you own expense and liability.
Immediate Past President / Council Nominating
1. Each member-club is entitled to four (4) delegates to vote and to represent them at SAC general and
A. represents one (1) member-club only;
B. have an alternate in the event they are unable to attend any SAC meetings;
C. make a full report of each meeting to their member-club noting time and date of SAC activities.
2. Each delegate submits their member-club’s nominees for the Board of Directors, to the Nominating
In March of the year, I ask the General Membership if they wish to continue the Pocket Calendar. This is usually done by a motion at the March General Meeting. If they want to continue the calendar, I get bids from printer that includes inputting the calendars, and the monthly notes at the bottom of each page. I provide the information in a ready form of the pages with club, council and state information and the advertisements at the back of the calendar. They scan the ads and the information pages. The bid includes this plus printing, assembling, Stapling and trimming the finished pocket calendar - white pages and yardstick cover color of my choice. In the past few years I have only gotten one bid, from Hearn Brothers Printing because they have been so reasonable, easy to work with and providing us with a very good quality calendar. At the May meeting, a motion is made to have whatever printer so the work with the cost of the printing included in the motion.
In April of the year, I contact each club and organization president and the advertisers form the pastier for updated information, changes, continuation of their ads. I have done it by snail mail so as to be sure the president gets the packet. I usually print the four pages on a particular color of paper so that we can identify it in future conversations. I usually have a data return date of about the 20th of June, so that I can get all the information together and have it ready by August 1st, when I get it to the printer. All orders for calendars or advertising have to be prepaid before I will include them.
From the printer I ask for a proof copy before any printing is done. After I have the proof and have corrected anything (usually there is minimal error) I sign off on it being printed. I have a date of September 1st for finished deadline.
After I have the finished calendars, I package each clubs order by count and label in a zip lock bag and have them ready for the council meeting in September. I have each club sign for their calendars when I give them so that there will be no problems about who has them.
In September we usually send about 30 to the State Federation meeting for handout to the new officers and delegates.
Dance Schedule Coordinator
The dance schedule coordinator is responsible for preparing a monthly dance schedule to be published in the Spokane Area Council newsletter. The newsletter is published ten times a year, September through June with the June edition covering June, July and August.
The dance schedule coordinator will coordinate with member clubs of the Spokane Area Council. The only events that will be listed are dances or workshops sponsored by member clubs. The schedule will include types and levels of dancing, dates and times of dances as well as scheduled caller and cuer. Additional information included is availability of hearing enhancement and the club's request for finger food. Theme information will not be included. Clubs are responsible for ensuring information is submitted to the dance schedule coordinator by the 1st of the month of publication. The dance schedule coordinator has until the 15th of the month of publication to provide the finished schedule to the newsletter coordinator.
Once the dance schedule is complete, it will be sent to the Spokane Area council newsletter coordinator in a format agreed to by the dance schedule coordinator and newsletter coordinator.
Footnotes Area Editor
All club reports should be submitted to the area Footnotes Editor by the 15th of the month prior to publication, and not directly to Footnotes. Area Footnotes Editor will forward reports to the State Footnotes Editor by the 1st of the month prior to publication.
There are no deadlines to be met for this committee. It does not require contact with the delegates and clubs.
The historian is custodian of the scrapbooks belonging to the Spokane Area Council. These are kept up-to-date by inserting the information as it is forwarded by the different clubs. The books are placed on display at each SAC meeting and dance.
The chairman of this committee encourages all clubs to send photos, newspaper clippings, etc., to be placed in the scrapbook. Scrapbooks shall be placed in archive at the Western Dance Center. Shall provide to the recording secretary and the president a written (typed) copy of their report each meeting (general & board meetings).
The council insurance coordinator will help with any insurance questions or needs of the council membership.
Kitchen Director shall be in charge of serving food at all Area Council Functions; shall be responsible for procurement of all necessary kitchen supplies and food.
The Kitchen Director is in charge of kitchen at all 5th Saturday Area Council Dances; and shall be also in charge of the kitchen at the two Introductory Dances that are given each fall normally given the first and second Fridays in October; also at the Footnotes dance held on the 2nd Friday of March.
The Area Council Newsletter Coordinator is responsible for publishing the Spokane Area Council Newsletter. The newsletter is published ten times a year September through June with June's issue covering June, July and August. The newsletter consists of several pages as listed below.
Address sheet & SAC president's message
The return address will be printed on the cover sheet. The SAC president is responsible for submitting his letter by the 15th of the month of publication. The newsletter coordinator is responsible for making the required number of copies.
North Spokane Dance Association Submission
The North Spokane Dance Association (NSDA) is authorized to submit a page for inclusion in the SAC newsletter. In exchange, the NSDA will provide volunteers for newsletter preparation. It will consist of one sheet and may be double-sided. June's submission can include more pages. The content of the NSDA input is the complete responsibility of the NSDA and no changes will be made by the SAC newsletter coordinator. The SAC newsletter coordinator will inform the NSDA of the number of copies required. NSDA is responsible for making the required number of copies and delivering them to the newsletter coordinator. The deadline for submission is the 15th of the month of publication. Traditionally the NSDA sheets will be goldenrod.
Western Dance Association Submission
The Western Dance Association (WDA) is authorized to submit a page for inclusion in the SAC newsletter. In exchange, the WDA will provide volunteers for newsletter preparation. It will consist of one sheet and may be double-sided. June's submission can include more pages. The content of the WDA input is the complete responsibility of the WDA and no changes will be made by the SAC newsletter coordinator. The SAC newsletter coordinator will inform the NSDA of the number of copies required. WDA is responsible for making the required number of copies and delivering them to the newsletter coordinator. The deadline for submission is the 15th of the month of publication. Traditionally the WDA sheets will be blue.
Spokane Area Callers and Cuers Submission
The Spokane Area Callers and Cuers Association (SCCA) is authorized to submit a page for inclusion in the SAC newsletter. It will consist of one sheet. The content of the SCCA input is the complete responsibility of the SCCA and no changes will be made by the SAC newsletter coordinator aside from formatting changes as needed. The SAC newsletter coordinator will make the required number of copies. The deadline for submission is the 15th of the month of publication.
Spokane Area Council Ad Sheets
The Spokane Area Council vice president is responsible for collecting ads from member clubs and submitting them to the SAC newsletter coordinator. Deadline for ad sheets submission is the 15th of the month of publication. The newsletter coordinator is responsible for copying the required number of copies.
Spokane Area Council Dance Schedule
The Spokane Area Council dance schedule coordinator is responsible for collecting dance information from member clubs, and developing the dance schedule and submitting it to the SAC newsletter coordinator. Deadline for dance schedule submission is the 15th of the month of publication. The newsletter coordinator is responsible for copying the required number of copies. The dance schedule will be on green paper.
The newsletter coordinator has access to the SAC owned copy machine which is housed in the basement of the North Spokane Dance Center. He will be responsible for ensuring adequate supplies of toner are on hand. Toner is supplied as part of the service contract. Contact information for ordering toner and supplies and for reporting of any problems with the copier is located on the copy machine.
Processing For Mailing
Once all the pages have been submitted, the newsletter coordinator is responsible for making the required copies and folding the pages in preparation for processing for mailing. NSDA and WDA will provide volunteers to assist in preparation. The newsletter coordinator can make a request for further volunteers. The newsletter coordinator will schedule a time for processing the newsletters to meet all requirements for mailing.
The newsletter will coordinate with the SAC treasurer to ensure funds are available for mailing. Depending on the number of subscriptions, mailing may be bulk or first class. Bulk mailing requires two hundred or more copies and will be paid through a bulk account. Mailing of less than 200 will be mailed using first class stamps. Funding for mailing does not require SAC approval because it has been deemed an ongoing operational expense.
Take photographs at all SAC meetings and dances and events.
Give a copy of photographs to: SAC webmaster, SAC historian and State Federation historian. Photos should be labeled with names, event, etc. Give a report at SAC general meetings and board meetings.
Round Dance Chairperson
It is the responsibility of the Round Dance Chairperson for the Area Council to review Cd’s of dances each month sent from the State Round Dance Chairperson. These Cd’s will have both cued and uncued music for you to review. There will also be cue sheets for each dance proposed.
You should work out the dances and dance them to see if they are suitable for a Round of the Month selection. Consider the music, choreography, and ease of sequence for cueing. You should also consider whether the cue sheet is readily understandable and well written. You then send your vote forward rating them in the order that you would like to see them accepted. Process is done by email or you can request ballots through postal delivery. It is critical that you respond as quickly as possible so that the State Chairperson can send out the notices of the dance that has won for the particular month. You will receive a notice of the new ROM usually by the 17th of each month preceding the month that dance is to be used.
You should then tender a report in writing to the Area Council at their meetings furnishing two copies (one for the Secretary and one for the President). You are also responsible for notifying your area Cuers of the selection and provide the cue sheet via email or postal service.
SAC Heritage Center Representative
Position: Spokane Area Council representative to the Square and Folk Dance Federation of Washington Inc. Heritage Center.
Responsible to: Spokane Area Council General Membership. Appointed by: President of the Area Council.
Required Meetings: Attend the Heritage Center Business Meeting, usually three per dance season. (Generally before the state meetings)
Attend all general membership meetings of the Area Council (normally on the 1st or 2nd Sunday at 3 p.m. every other month)
Optional Meetings: Area council board meetings and state council meetings.
Work: Inform the council membership of Heritage Center actions, changes, needs, submit memorabilia, maintain/change council display.
Actions: Collect cash and/or memorial forms for the heritage center. See that Standing Rule #11 (travel allowance) is opened for renewal each September at Area Council General Meeting.
Item To Know: Heritage Center Address: Square and Folk Dance Heritage Center of Washington 7424 N. Freya, Spokane, WA 99217.
SAC Nominating Committee
1. The immediate Past President shall be the Chairman of the Nominating Committee. The President
shall appoint four (4) additional members to this committee at the November meeting of the SAC.
2. The Nominating Committee shall present a slate of candidates for the Board of Directors at the
March meeting, at which time nominations may be made from the floor.
3. Each candidate shall have had previous experience in at least two (2) of the following positions;
A. member-club officer,
B. member-club committee chairperson,
C. member-club delegate to the SAC,
D. SAC committee chairperson,
E. presidential candidates shall have been a previous SAC Board of Directors member.
4. The Nominating Committee must have the consent of each candidate prior to presenting the slate of
nominees. All nominees must either be in attendance at the March general meeting or have submitted
a written notice of acceptance of the candidacy.