Sandpipers Square Dance Club
Encinitas, California
Standing Rules
Immediate Past Presidents: Shall provide continuity for the club by assisting the President in any manner as determined by the current President.
COMMITTEE CHAIR DUTIES:
Co-chairs with shared responsibility may be used to facilitate position acceptance. At all Board meetings, positions may be represented by one or more of the positions holders.
Budget:The committee shall include the 1st Vice President as Chair, Treasurer, and President. Study expenditures, expected expenses of callers and Cuers plus prior year’s budget. Present the proposed budget for approval at a Board of Directors meeting and then at a general membership meeting. The Budget is only a guideline. A motion must be made to remove money from the treasury. NOTE: The Board, prior to spending, must approve all items not specifically in the Budget.
Bylawsand Standing Rules
The Bylaws and Standing Rules should be reviewed annually to see what
needsto be amended,revised, orrescinded. The committee shall consist of the Parliamentarian as Chair, the current President and the immediate past President.
Class Support:
Assist the 2nd Vice President(s) in managing the classes and dance workshops and be responsible for the dance hall set-up and refreshments.
Historian/Photographer:
Be responsible for maintaining the club scrapbooks and taking pictures at club events (dances and special visitations).
HospitalityChair:
(1) Responsible for hall set-up, breakdown, refreshments and decorations.
(2) Responsible for maintaining sufficient inventory of supplies.
(3) Responsible for designating host and greeters for each dance.
(4) Instruct the hosting memberstopurchaserefreshments and submit receipts to the treasurer who will reimburse hosting couples. not to exceed $25 per hosting couple.
(5) Inform all members when it is their time toserve as hostsorgreeters. The number of members shall be the determining factor as to the number of timesmember shall serve as hostor greeter.
Membership Chair:
(1) Maintain the club membership roster complete with name, address, telephone number, and email address. The roster is to be distributed to club members at least twice each year. Update Board members with changes as they occur.
(2) Collect membership dues, maintain dues register, and send invoices to memberssemi-annually as required. Send out follow-up letters regarding delinquent dues or leave of absence.
(3) Present completed membership applications to the Board for approval. After approval by the Board and receipt of membership application and fee, send welcome letter with club roster, Bylaws, and Standing Rules to all newly approved members.
(4) Present to Board forits approval names of members requesting leave of absence or resignation.
(5) Prepare and send a list of members including leave of individuals and applicable associates to PSDA Insurance Director each September with insurance premiums.
(6) Advise PSDA Insurance Director and send Insurance premiums for new members as they join.
(7) Send class roster to PSDA Insurance Director at the beginning of each new class.
(8) Order badges and dangles as needed.
Newsletter Editor:
Responsible for publishing a monthly newsletter along with a monthly club calendar. Newsletter contents shall include President’s message, calendar of events, visitation schedule, hospitality duties for the following month, as well as the dates, times and location of the dances, visitations, any Board meetings and semi-annual General meetings. Contents shall include class news as well as any special requests of the president and/or Board of Directors.
Publicity Chair:
Responsible for all club publicity. Create and print flyers. Deliver flyers to Sandpipers president and the PSDA representative for distribution at monthly PSDA meeting. On a bi-monthly basis send publicity for inclusion in the Palostar. Send publicity on class and club dances to local media.
PSDA Representative:
Responsible for attending the monthly PSDA meeting as the Sandpipers’ representative in all matters before the PSDA. Provide coordination between the club and the PSDA. Report on significant subjects discussed at the PSDA meeting at the next regular Sandpipers board meeting. All items of special importance shall be reported to the President Immediately. Be guided in representation of the club by the decisions of the Sandpipers board. Other club flyers shall be brought to the next regular club dance or delivered to the President before said dance.
Sunshine/Telephone Chair:
Responsible for sending get-well cards, sympathy cards, and related telephone contacts.
Visitation Chair:
Responsible for maintaining records of official club visitations. Recommends, in consultation with the president, destinations for official visitations. Maintains club banners and club visitor badges. Assists the president with presentations of visitation awards. Coordinates publicity for visitations with the Newsletter Editor.
Webmaster:Responsible for maintaining, revising, and updating the Sandpiper website.
CLASS MANAGEMENT:
The Second Vice President(s) are the Class Manager(s) and are responsible for all class activities. They are assisted by the Class Support Chairs. The Class Manager(s), after consulting with the instructing callerand the club President, will determine which new dancers are capable of moving from one level of square dance instruction to another. The Class Manager will make recommendations of dancer competence and acceptance for the club membership to the Board. New members will not be accepted into club membership until they have completed theplus level class and have been approved by the Board.
PROCEDURES BOOKS:
All officers and all Committee Chairs shall maintain procedure books containing Sandpipers Bylaws, Standing Rules, and a written descriptionsoutlining the duties of their office or committee. A brief year-end summary shall be included with recommendations for the following year. These procedure books, including all records, files and properties of the Sandpipers shall be delivered to theofficeror committeesuccessors. Duties for each position may, if requested, be prepared and given to the Nominating Committee for its use.
ROSTERS:
The Sandpipers roster is to be used by and for the members of this club for club purposes only. The roster is not for sale and is not to be given to a non-member or to any other organization.
DUES:
Membership Fee shall be $15 per person. This fee includes charges for the club badges, PSDA dues, and member insurance.
Annual Dues shall be $60.00 per year per person. Dues may be paid in advance. Semi-annualdues of$30 per person are payable byJanuary 1st and July 1st. The amount of dues payable will be prorated if a membership begins betweensemi-annual dues periods.
Delinquent Dues: The Membership Chair will send a reminder notice to a member whose dues are delinquent more than 30 days. Members whose dues are delinquent more than 60 days will be sent a letter stating that the member will be dropped from the Sandpipers if dues are not current within 30 days.
GIFTS AND DONATIONS:
Club funds shall not be spent for gifts or donations. All gifts or donations shall be paid from donated funds.
BANNER SWAPPING:
A visiting club may retrieve their own banner if they have at least one full square in attendance. A visiting club may retrieve its own banner and capture our banner with one and a half square in attendance. A visiting club to a Sandpipers’ new dancer dance may retrieve their banner and capture our banner with one and a half squares in attendance. Visiting clubs’ new dancers will be included in the count.
VISITATION AWARDS:
For visitationnumbers 10 and 100, amember may choose between Traveler bars or dangle. White dangle with red number for visitations for 10, 20, 30, 40, 50, 60 and 75 will be awarded. Gold Traveler bar with black lettering will be awarded after 100 visitations. Gold dangles with black number starting at 100 visitations will be awarded, with increments of 25 thereafter.
AUTOMATIC VISITATIONS:
Include all PSDA dances as well as all Sandpiper and PSDA demonstrations. The following festivals: Fiesta de la Quadrille, Back Country Festival, California Square Dance and National Square Dance Conventions.
STANDING RULES:
Include those items that may be adopted and amended or suspended or repealed without previous notice. Remain in force from the time of adoption until they are changed or repealed. No Standing Rule (or other resolution) that conflicts with the Bylaws can be adopted. Standing Rules can be adopted or changed upon the same conditions as any ordinary act of the organization. They can beamended, suspended, or rescinded by a 2/3 (two-thirds) vote at any meeting, or byasimple majority vote with prior notice.
Presidents: John & Dolores Costa
Secretary: Ellen O’Connor
Date ratified by Club: December 13, 1997
Presidents: Brian & Ellen O’Connor
Secretary: Doris Fitzpatrick
Date amended by Club: June 27, 1999
President: Bill Spurlock
Secretary: Liz Wright
Date amended by Club: July 14, 1999
President: Bill Spurlock
Secretaries: Bob & Cheryl Fraustein
Date amended by Club: June 15, 2000
President: Bill Spurlock
Secretaries: Bob & Cheryl Fraustein
Date amended by Club: June 17, 2001
President: Bill Spurlock
Secretaries: Bob & Cheryl Fraustein
Date amended by Board: August 14, 2002
Presidents: Catherine & Jim Bowen
Secretaries: Fred & Patti Jackson
Date amended by Board: September 16, 2003
Presidents: Fred & Patti Jackson
Secretaries: Roger & Virginia Pieplow
Date amended by Board: November 20, 2007
Date ratified by Club: December 7, 2007
Presidents: Mike & Sandy Harris
Secretaries: Mike & Sandy Harris
Date amended by the Board of Directors: May 16, 2011
Presidents: Chuck & Joan Ades
Secretaries: Larry and Nancy Anderson
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