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Bylaws define the operating rules
for the Association. As defined in Article
XIV, the bylaws may be amended, under certain conditions, by the
delegates.
Standard Operating Procedures are
considered a supplement to the Bylaws and are used as policy and
reference. The intention is that actions by the Executive Board or by
any Association Commitee which follow these SOP's do not require a
vote of the Delegate Body. Any policy contained herein is subject to
the Bylaws and may be overridden by the Delegate Body. Motions should
not be reworded, and should include the date of adoption into this
SOP.
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NAME |
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PURPOSE |
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REGISTERED OFFICE AND AGENT |
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MEMBERSHIP |
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DUES |
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DELEGATES |
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OFFICERS AND THEIR DUTIES |
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EXECUTIVE BOARD AND ITS DUTIES |
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COMMITTEES |
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MEETINGS |
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ANNUAL MEETING |
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STANDARD OPERATING PROCEDURE (SOP) |
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DISPOSAL OF ASSETS |
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AMENDMENTS |
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see also Vermont Square Dance Calendar |
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see also description of this award program |
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see also description of Discount Coupon Books for New Graduates |
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See also Bylaws Article X and Meeting Schedule |
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see also description of the Square-Up with Us brochure |
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see also State Convention page |
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The name of this non-profit Corporation shall be the Vermont Association of Western Style Square Dance Clubs, Inc. (hereafter called the Association).
The Association shall function in accordance with 11 V.S.A. 2302(3) for the following purposes:
To promote and preserve western style square dancing.
To help Member Clubs coordinate their programs.
To serve as an information center for square dance activities.
To provide sponsorship, where deemed desirable, of special square dance activities of Association-wide interest.
To provide support for the establishment or operation of western style square dance clubs.
The Registered Agent shall be the duly elected or appointed Secretary or other such person as the Executive Board shall appoint. The residence and address of the Registered Agent must be in Vermont.
The Registered Office may be moved or the Registered Agent changed by a majority vote of the Executive Board and shall be effective upon legal notification to the Vermont Secretary of State.
Section A. Eligibility
Membership in the Association shall be open to any Vermont western style square dance club and may be offered to nearby out-of-state clubs. Such clubs must be composed of dancers who have completed at least the Basic-Mainstream Program as defined by Callerlab.
Upon in-person application at an Association Meeting and payment of Dues, Vermont clubs shall be automatically accepted as Member Clubs, and out-of-state clubs may be accepted as Member Clubs upon a majority vote of the Delegates.
Section B. Removal
A Member Club which is considered Delinquent for non-payment of Dues, as specified in Article V, may be removed upon a 2/3 vote of the Delegates present at an Association Meeting, providing notification of such a vote is mailed to the Delegates at least thirty (30) days before the Meeting at which the removal is to be voted upon.
A Member Club may also request, in writing, termination of its membership. Such termination shall be confirmed by a majority vote of the Delegates at an Association Meeting.
Member Clubs shall pay annual Dues to the Treasurer of an amount determined by a majority vote of the Delegates at an Association Meeting.
Dues shall be payable on the acceptance of each club into membership in the Association and annually on January 1st thereafter. A Member Club whose Dues remain unpaid after April 1st of any year shall be considered Delinquent.
Member Clubs are requested to annually designate two Delegates and a First Alternate Delegate and a Second Alternate Delegate to serve from July 1st to June 30th. Member Clubs are requested to send dancer Delegates. Callers, square or round dance teachers, or members of their immediate families may not be Officers of the Association, but may serve as Delegates if elected or appointed by their club, providing that they disclose their position to the other Delegates. Member Clubs must provide notification, in writing, to the Association, of the Delegates and Alternates appointed.
Member Clubs may appoint Temporary Delegate(s) for any given Association Meeting. A club officer or leader must notify the President or Presiding Officer of this appointment.
A person may represent only one Member Club at any given Meeting.
Each office shall be held by one or two persons elected from among the Delegates and Alternates. One person shall be considered sufficient to conduct the duties of the office.
The Association Officers and their duties shall be as follows:
President - The President shall:
- Preside at all regular and special Meetings,
- Appoint Committees,
- Be member ex-officio of all Committees,
- Call such meetings of the Executive Board, and of the Association membership, as they deem necessary,
- Call an Annual Meeting as specified in Article XI of these Bylaws,
- Ensure an annual audit of the Association financial records be conducted prior to the Annual Meeting.
Vice President - The Vice President shall:
- Preside at Meetings and carry out other Presidential duties in the absence of the President,
- Carry out such other duties as the President or Executive Board directs.
Secretary - The Secretary shall:
- Keep a record of the minutes of all regular, special, and Executive Board meetings,
- Maintain a current list of appointed Delegates and Alternates,
- Execute such correspondence as the President directs,
- Provide, annually, current copies of these Bylaws, Standard Operating Procedure (SOP), and Association mailing list to all Member Club presidents or leaders, Delegates, and Alternates.
Treasurer - The Treasurer shall:
- Collect and disperse all monies of the Association,
- Maintain records of all financial transactions,
- Keep a record of paid membership,
- Provide reports of the above as directed by the President,
- Provide a summary report of the Association financial status, for the preceding year, at the Annual Meeting.
- Provide all information needed for an annual audit.
Past President - The Past President shall:
- Be the immediate Past Presidents of this Association,
- Be members of the Executive Board,
- Serve until replaced by a successor.
Election of Officers shall take place at the Annual Meeting. Elected Officers shall assume the duties of the office 30 days following the Annual Meeting. An Officer shall serve until his successor assumes the duties of the office.
An Officer may be removed from office upon a 2/3 vote of the Delegates at an Association Meeting, providing notification of such a vote is mailed to the Delegates at least thirty (30) days before the Meeting at which the removal is to be voted upon.
Any elected office, which becomes vacant, may be filled on an interim basis by the Executive Board. Such office shall be filled by election at the next Association Meeting, or, in the case of removal, at the current Association Meeting. The newly appointed or elected Officer shall immediately assume the duties of the office.
The Executive Board shall consist of all Officers of the Association.
The Executive Board shall:
- Carry out the program of the Association as approved by the Delegates,
- Conduct all routine business of the Association which does not require action by the Delegates.
Section A. Standing Committees of the Association shall be as follows:
Calendar Committee: - shall publish and distribute an annual directory of regional square dance related events and Association information.
Vermont Convention Committee: - shall represent the Association in the organization and promotion of an annual Square and Round Dance Convention in Vermont.
Section B. Temporary Committees:
Nominating Committee: - shall be appointed by the President and shall present a proposed slate of Officers at the Annual Meeting.
Other Committees: - shall be appointed by the President, or may be created by a vote of the Delegates, as needed. Each Committee shall select its own chairman.
Thirty-three percent of the non-Delinquent Member Clubs shall constitute a quorum.
At an Association Meeting, each Member Club shall have no more than two votes and each person shall have no more than one vote. Delegates, Alternate Delegates, and Temporary Delegates may be part of a Member Club delegation. In the case of a question within a Member Club delegation, precedence shall be given to the Temporary Delegates, followed by the Delegates, the First Alternate Delegate and the Second Alternate Delegate. Delinquent Member Clubs cannot vote.
The right to make and second motions shall be limited to Delegates, Alternate Delegates, and Temporary Delegates of non-Delinquent Member Clubs.
The Presiding Officer shall not vote except in the event of a tie.
The Association welcomes all persons interested in attending Association Meetings, and the Presiding Officer may recognize same to participate in discussions or to speak for other purposes.
The Past President shall have the rights of Delegates.
Special Meetings may be called by:
- The President as specified in Article VII.
- A majority of the Executive Board.
- A petition of thirty-three percent of the Member Clubs.
Notification of Special Meetings shall be mailed to the Delegates at least thirty (30) days before the Meeting date and must include an agenda. Action at the Meeting is limited to the published agenda.
Parliamentary Authority shall be Robert's Rules of Order.
The Association shall hold an Annual Meeting in the Fall.
Each motion which has been passed at an Association Meeting, and not previously considered for such inclusion, may be voted by the Delegates at an Annual Meeting, for inclusion in the SOP. Motions approved at the current Annual Meeting, or the immediately previous Meeting, shall not be considered for inclusion in the SOP until the next Annual Meeting. SOP shall be considered as guideline for general operation of the Association, without the necessity for further vote of the Delegates. SOP may be overridden or modified at any time by the Delegates.
The Association may be disbanded at any time by a two-thirds (2/3) vote of the Delegates present, providing such action is mailed to the Delegates at least thirty (30) days before the Meeting at which the changes are to be voted upon.
The Association shall be considered disbanded if no Association Meeting has been held for eighteen (18) consecutive months.
Any assets of the Association remaining after disbandment shall be divided equally between the non-Delinquent Member Clubs, if any; otherwise given to the Square Dance Foundation of New England.
The Bylaws may be amended by a two-thirds (2/3) vote of the Delegates present, providing such Amendments are mailed to the Delegates at least thirty (30) days before the Meeting at which the changes are to be voted upon.
(We shall) make the Association banner available to any member club for display at one of their major dances. The member club shall be responsible for pick-up and return of the banner to the VAWSSDC Banner Custodian in a timely manner. 10/1993
(T)hat the Presidents appoint an Association Banner Custodian, who shall be responsible for the care of the Banner and who shall also be responsible for seeing that the Banner is displayed at as many Clubs and/or major square dance events as possible. The Banner Custodian shall serve at the pleasure of the Presidents.. 10/1998
The calendar shall be printed and out by September 1st. 10/1993
Left-over calendars shall be given to new graduates, stamped "Compliments of VAWSSDC". Postage to be paid by requesting club. 10/1987
(W)e (shall) charge $2, to include postage, for mailed individual copies of the State Calendar. 10/1995
Clubs scheduling dances in conflict with the State Convention shall not have any of their dances published in the calendar. 10/1988
The price for listing non-member clubs' dances in the Vermont Calendar is $25.00 per year.
10/2005That (we) should publish, free of charge, dances sponsored by any Vermont-based callers' or cuers' association. In addition, the New England Convention shall be listed free of charge. 10/91 rev 10/1996
(That) the Association list the National Square Dance Convention in the VT Calendar. 10/2002
(That) the Association adopt the following Banner Guidelines: 10/2002 - rev. 10/2007
(see Banner Guidelines)
(T)he co-op committee (shall) consist of one member of the GMCA, and one member of VARDL, also two members from VAWSSDC to be the President and the State Convention chairman. The prime purpose is (to be) for liason and communication. 10/1995
(T)o accept (the following guidelines) from the Co-op.
Co-op Committee Guidelines
*The Co-op Committee consists of the President of the Vermont Association of Western Style Square Clubs (VAWSSDC), the Chairman of the VT Square and Round Dance Convention, a representative of the Green Mountain Callers Association (GMCA) and a representative of the Vermont Association of Round Dance Leaders (VARDL).
*The major function of the Co-op Committee is to put on the State Convention and arbitrate any other disagreements that may occur between/among the three previously mentioned organizations.
*GMCA and VARDL schedule for their respective associations for the VT Convention.
*Liability for the VT Convention is the responsibility of the VAWSSDC.
*All proposed changes to the VT Convention go to the Co-op Committee. If a decision cannot be made, the resolution will be by vote of the board of directors of all three organizations allowing 4 members each. No one can represent more than one organization. If there is a tie vote - the VAWSSDC will have the final decision.
*All profits from the VT Convention will be divided as such: 30% each to VARDL and GMCA and 20% each to VAWSSDC and to the "Rainy Day Convention Fund". The maximum amount allowed in the "Rainy Day Convention Fund" will be $1500.00. When the cap is reached, the Co-op Committee will make any changes it deems necessary. The Co-op Committee shall also review the "Rainy Day Convention Fund" at least once every five years.
*Participating individuals receive no compensation. 10/2003
(T)o define the fiscal year of the VAWSSDC to be September 1st to August 31st. 10/2001
That the President and/or Executive Board have the authority to authorize the payment of Association expenses up to $100 without prior Delegate approval. 10/2000
That the Secretary attach a copy of motions elegible for inclusion in the SOP to the agenda for the Annual Meeting. 10/2001
That we pay annual dues to EDSARDA. 10/2001
(T)he minutes of any Association delegate meeting be mailed to the delegates no later than four weeks after said meeting. 10/2002
(T)he agenda for any Association delegate meeting be mailed to the delegates no later than three weeks before said meeting. 10/2002
(T)hat the names of the members of the nominating committee shall be mailed to all delegates not later than August 1st and that the slate to be proposed by said nominating committee shall appear on the agenda for the annual meeting. 10/2003
(T)hat the association's annual membership dues be raised to $10.00 per year starting in 2004. 10/2003
Delinquent clubs cannot vote at meetings. 10/2006
The price of the Good Neighbor Book (shall be) $2.50 per book 10/2005
That new clubs joining the VAWSSDC after January 1st, of any year, become a required visit for the Good Neighbor Program the following June 1st. 10/1990
That the Good Neighbor Program shall require a visit to no less than three fewer clubs than the total VAWSSDC membership. 7/1993
(T)hat those successfully completing the Good Neighbor Award Book shall be presented with up to 2 pins at no additional charge. 10/1998
There shall be a dangle available for completion of any of the first 10 required visits in the Good Neighbor Award Program. 10/2001
Anyone receiving the Good Neighbor Award for the 10th time, as prescribed, will receive the VAWSSDC Ambassador Award. The Ambassador Award is given once per lifetime. 10/2007
The State Association shall issue coupon booklets to each graduate of a club participating in the program. Each booklet will contain coupons allowing half-priced admission to each club participating in the program. Coupons to be valid for any 'one-caller, regular dance' or workshop within a one year period. 10/1989
That the ..... booklets ..... include a 1/2 price admission coupon for the Vermont Convention. 10/1990
Any club that wishes to paticipate in the .....Travel.....Program must be a full member of the VAWSSDC no later that the winter meeting of the Association in the year of graduation. 10/1993
That we adopt, as the logo for the Association, the following logo:
10/2001
That the dates of the Association meetings for the following year be set and provided to the delegates not later than August 1st of the current year. 10/2001
(That) the Association not schedule any regular Association delegate meeting in conflict with a member club's scheduled or regular dance, unless there is no reasonable alternative date. 10/2002
The State Association shall submit club names, club contacts, and club dance night information to the National Directory. 10/1989
That the Association publish a Square Up with Us Pamphlet which we could put in as many places as possible where travelers can pick one up. 10/2001
(T)hat the Association Publicity Committee publish a Gazette Newsletter; publication to be a minimum of 3 issues a year with the distribution at the association delegate meeting or the Vermont convention.10/2003
(We shall) call our State Dance the "Vermont Square and Round Dance Convention". 10/1993
There shall be no annual special awards at the State Convention. 10/1988
(Net proceeds from the convention shall be paid as defined under CO-OP Comittee.)
(T)hat the entire proceeds of the silent auction at the Vermont Square and Round Dance Convention be divided equally among the VAWSSDC, GMCA, and VARDL with no portion being allocated to the Rainy Day Fund. 4/2004
State Convention ribbons shall be made available for sale at the January meeting of the VAWSSDC. 10/1993
Any caller, cuer, or other convention participant, who has a greivance at the State Convention, shall follow the following procedures:
- See the President and/or Convention Chairperson, tell him you have a grievance.
- Have a meeting in a private room with the President, Chairperson of the dance, and the person who is involved in the grievance.
- Take it up with their own Association. 10/1991
Flyers for the State Convention shall be available no later than the previous convention. The flyers shall include mention of all dances included in the Planning Calendar of the Vermont State Calendar. 7/1993
(At the Vermont State Convention) we charge any vendor 10% of sales, with a $100.00 cap. 10/1997
That, beginning with the 1998 Convention, we re-establish the Recycle Shop. 10/1998
The Convention retains 20% of the proceeds of the Recycle Shop 10/2005
(That) the Vermont Square and Round Dance Convention be held the 3rd Saturday of May each year. 10/2002
That the Association appropriate a sum not to exceed $85 per year for the hosting of the VAWSSDC web site and domain name. 10/2000
(T)hat the Association not accept advertising, other than member clubs, on its web site. 10/2003
