The Constitution

of the

Grenville Gremlins Square Dance Club

Kemptville, Ontario.

October, 2015

CONSTITUTION, BY-LAWS AND REGULATIONS

OF THE GRENVILLE GREMLINS

SQUARE DANCE CLUB

ARTICLE 1 – NAME

The name of this club shall be the "Grenville Gremlins Square Dance Club" herein referred to as the Club.

ARTICLE 2 - OBJECTIVE

The objectives of the Club shall be:

a. to promote and practice Modern Square Dancing;

b. to provide instruction at the basic and mainstream levels of Modern Square Dancing;

c. to provide adequate facilities for the enjoyment of square dancing;

d. to encourage in every way possible new Callers;

e. to encourage Club members to attend dances in other areas of Eastern Ontario.

ARTICLE 3 - AFFILIATIONS

1. The Club shall maintain affiliation with Eastern Ontario Square and Round Dance Association (EOSARDA) to assist in the promotion of modern square and round dancing in the Eastern Ontario area.

2. The Club shall maintain an affiliation with the Seaway Valley Square and Round Dance Association (SVSRDA) to assist in the international promotion of modern square and round dancing in the Seaway Valley and northern New York State.

ARTICLE 4 - OFFICERS

1. The officers of the Club shall be elected at the Annual General Meeting(AGM)of the Club. Each office shall be held by a member couple or a solo member. The Executive Committee herein referred to as the Executive shall be as follows: President, Immediate Past President, Vice-President, Secretary, Treasurer, Publicity Chair and Social Committee Chair.

2. The Executive shall have the power to add to the Executive Committee any additional positions, as deemed necessary.

ARTICLE 5 - DUTIES OF THE OFFICERS

1. The Executive shall:

a. set out and supervise all affairs of the Club;

b. carry out the wishes of the Club as expressed through the Constitution and/or General Meetings; and

c. appoint such committees as required for efficient operation of the Club.

2. Members of the Executive shall serve for a term of one year commencing 1 July.

3 . The President shall:

a. preside at all meetings of the Club, and of the Executive;

b. preserve order and generally discharge such duties and direct the officers as may be required of him/her in his/her capacity as President;

c. call Executive or General Meetings as required;

d. transact such other business as may by custom and pertain to the office of President; and

e. be an ex-officio member of all committees.

f. Represent the Club at EOSARDA and SVSRDA meetings as appropriate.

Pending a hearing by the Executive, an officer elected under Article 4 may be immediately suspended from all duties by the President for conduct contrary to the Constitution, By-Laws or Regulations appended thereto.

4 . The Immediate Past-President shall:

a. be a voting member of the Executive;

b. act in an advisory capacity to the President and the Executive;

c. Chair the Nominating Committee for the selection of new members of the Executive Committee.

5. The Vice-President shall:

a. assist the President and act in the President’s office in the absence of the President;

b. be prepared to take over the office of President, if possible, the following year.

6. The Secretary shall:

a. keep accurate records of the proceedings at all General Meetings (GMs) or Executive Meetings (EMs);

b. maintain a register of all Club members;

c. carry out the executive correspondence requirements of the Club; and

d. submit dance schedules to EOSARDA and SVSRDA prior to the dance year for inclusion in their respective calendars/web sites; and

e. perform such other general duties which may pertain to the office of Secretary.

7. The Treasurer shall:

a. maintain accurate books of accounts on all Club finances;

b. collect and record membership dues;

c. coordinate the weekly "share the wealth" draw;

d. issue receipts on behalf of the Club as required;

e. prepare disbursement cheques on Club accounts;

f. deposit all funds in a chartered bank of Canada, with the account kept in the name of the Club;

g. at the Annual General Meeting in March, present for approval a complete statement of the financial affairs of the Club as projected to the end of business for the current year; and

h. at the Annual General Meeting, present a Budget of the financial affairs of the Club for the next fiscal year. This budget, with the changes recommended and decided by the executive and the membership, shall be presented at the first General Meeting in October for membership approval for the current fiscal year.

8. The Publicity Chair shall:

a. arrange for advertisements to be published in local news media (newspaper and radio) prior to, and throughout the Dance year as appropriate;

b. produce and submit Club news articles to the EOSARDA Square Times publication as required; and

c. arrange for local media to be present for special occasions such as Charitable presentations.

ARTICLE 6 - DUTIES OF OTHER ADMINISTRATORS

1. The Caller shall:

a. be employed at the pleasure of the Club;

b. provide dance programs that are both educational and recreational;

c. improve his/her knowledge of square dance calling;

d. co-operate with Executive in matters of special entertainment;

e. coordinate the Graduation ceremony for new dancers; and,

f. arrange for guest callers in the event that he/she is unavailable for a scheduled Club dance..

The Caller shall be an ex-officio member of the Executive Committee and shall normally be in attendance at Executive and General meetings as deemed appropriate by the President.

2. Special Dance Committee Chairs shall, under the direction of the President, coordinate all aspects of planning and executing the dance(s) for which they are responsible. This includes arranging for the venue, Callers, Cuers, decorations, tickets and ticket sales, publicity for the event, and any refreshments as appropriate. He/she shall be assisted by members of the executive in their executive capacities (publicity, social etc) and the membership at large. He/she may, at their discretion, form committees/sub-committees as deemed necessary.

ARTICLE 7 - MEMBERSHIP

1. Membership is open to any singles/couples who wish to participate in the Club's program. For new dancers, regular attendance is important during the instruction phase up to and including full Mainstream, in order not to impede the progress of other dancers

2. Members are encouraged to participate in planning and assisting in the operation of the Club. The Club is run by its Members and all are expected to do their part in the Club's operation.

3. Membership may be suspended and/or cancelled by the Executive for any serious breach of conduct, subject to the approval by a General Meeting

4. On becoming a member for the first time, each member shall be entitled to a copy of the Constitution of the Club.

5. New dancers will be presented with a Club badge with their name at no cost. Replacement badges will be at cost.

ARTICLE 8 - DUES

1. The dues for membership of the Club shall be as recommended by the Executive and confirmed at the first General Meeting at the outset of the square dance season.

2. Dues may be paid as follows:

a. once, at the beginning of the Dance year;

b. in 2 installments, half at the beginning of the dance year and the remainder due the first week following the Christmas break; or,

c. weekly, at the door.

3. Dues include an annual subscription to Square Times magazine for those who pay in either one or two installments, but do not include Insurance.

ARTICLE 9 - INSURANCE

1. In accordance with EOSARDA regulations, all participants must be insured. Indeed the venues at which we dance invariably require proof of insurance before renting out their facilities. Because many of our members belong to more than one club, Insurance has been kept separate from Club membership. At the first full dance of the fall session, all members will be assessed the amount decreed by EOSARDA for the insurance premium. Note: Insurance at one club covers all clubs.

ARTICLE 10 - MEETINGS

1. The Annual General Meeting (AGM) of the Club shall be held in March each year. The date, time and location shall be determined by the Executive. The purpose of the AGM shall be to elect new officers for the coming year and to generally close out business for the current year. Notification of this meeting must be made at two consecutive square dance nights prior to meeting date.

2. The Fall General Meeting shall be held on or before the third week of October with date, time and place determined by the Executive.

3. The purpose of this meeting is:

a. to fill any vacant offices,

c. to acquaint the membership of what has transpired during the summer months; and

d. to plan for the coming year.

Notice of Fall General Meeting shall be made at two consecutive square dance nights before the date set for the meeting.

4. Special General meetings shall be held as often as deemed necessary by the Executive, or within two weeks of receipt of a written request addressed to the Secretary and signed by ten or more members in good standing. At all General Meetings (GMs) twenty (20) members, or a minimum of Fifty (50) percent of the membership, whichever is the lesser, shall constitute a quorum. One week’s notice must be served to the membership prior to a Special General Meeting.

5. Executive meetings shall be held at such intervals as the President deems necessary. The Secretary shall notify Executive members not less than Forty-Eight (48) hours prior to a meeting, notwithstanding that an emergency meeting may be called at any time on shorter notice. At all Executive meetings six (6) members of the executive shall constitute a quorum.

6. Other meetings of the Club will take the form of dances, both instructional and recreational. Dances will be held weekly or when otherwise decided for the sole purpose of the enjoyment of modern square dancing under the direction of a Caller.

ARTICLE 11 - ELECTION OF OFFICERS

1. Election of Officers shall take place at the Annual General Meeting in March.

2. The nominating committee shall comprise of the Immediate Past President and at least one other member in good standing. The Chair of the committee shall be the immediate Past-President and he/she shall read and move acceptance of the report of the nominees at the March Annual General Meeting.

3 Nominations for any office shall be accepted from the floor at any meeting in which an election shall take place.

4. The nomination committee is to make known at least one week before the Annual General Meeting the names of the nominees for the various offices.

5. The offices open for election shall be

President,

Vice-President,

Secretary,

Treasurer,

Publicity and

Social Committee Chair

ARTICLE 12 - CONSTITUTION

1. The operation of the Club shall be governed by the Constitution.

2. The Constitution may be rescinded or amended by a majority vote of the Club membership provided that a thirty (30) day notice of motion in writing is submitted to the Executive.

3. Following receipt of the notice of motion the Secretary shall notify all the membership in writing prior to the succeeding meeting at which time it will be voted on.

ARTICLE 13 - LEVEL OF DANCING

1. As primarily a teaching club, the level of dancing in the Club shall ordinarily be Basic/Mainstream. Nevertheless, if sufficient members present are able to dance at the Plus level, the Caller shall endeavour to call at least one Plus tip during the evening.

ARTICLE 14 - FINANCIAL

1. The Club’s financial objective shall be to remain solvent.

2. The fiscal year shall be from l July of the current year to 30 June of the following year.

3. There shall be three(3) Signing officers. Authority for the purpose of signing cheques shall be given to the President, Treasurer, and one of either the Immediate Past President Vice-President or Secretary. No cheques will be valid without two signatures.

4. The President and Social Committee Chair shall be authorized to make expenditures up Twenty-Five dollars ($25.00) without prior approval of the Executive providing it is in the interests of the Club as a whole. Receipts will be required for any reimbursement.

5. A financial review of the last fiscal year shall be carried out prior to the Fall General Meeting by a Committee consisting of one or more club members. The Committee shall report their findings to the Club membership at the Fall General Meeting.

ARTICLE 15 - CLUB COLOURS

1. The Club colours are black, red and white as reflected in our banner and member badges.

Approved at the General Meeting of the membership held October 19, 2015

INDEX

Article Description Page

1. Name 2

2 Objective 2

3 Affiliations 2

4 Officers 3

5 Duties of the Officers 3

6 Duties of the other Administrators 5

7 Membership 6

8 Dues 6

9 Insurance 7

10 Meetings 7

11 Election of Officers 8

12 Constitution 9

13 Level of Dancing 9

14 Financial 9

15 Club Colours 10

Approval & Executive sign off 10