Adopted February 26, 2012.
Revised February 10, 2013.Section One – OFFICERS AND DIRECTORS
Section Two – ELECTION OF OFFICERS AND DIRECTORS
- The Roanoke Contra Dancers, hereinafter referred to as RCD, shall be governed by a Board of Officers and Directors (hereinafter the “Board”) who are elected by the Voting membership.
- Officers and Directors are expected to be current Voting Members of the Roanoke Contra Dancers.
Section Three - TERMS OF OFFICE FOR OFFICERS AND DIRECTORS
- The members of the Board shall be drawn from the Voting Membership of the Roanoke Contra Dancers.
- New Officers and Directors shall be nominated by the Nominating Committee and be presented to the Board for approval by a majority vote of the Board members present at the Annual Board Meeting.
- Ballots will be available at the May and June dance as well as by other distribution methods.
- The election will be completed by July 15th.
- A majority of those voting is required for
election to the Board.
- The newly elected Officers and Directors term will begin at the break of the July dance.
- The Board shall consist of the following:
- Four Officers: President, President Elect, Secretary and Treasurer whose general responsibilities are listed in Addendum A.
- Five to seven directors whose general responsibilities are listed in Addendum B.
Section Four - QUORUM AND VOTING
- RCD Officers are elected for a one year term and may be re-elected for one additional term for a total of two consecutive terms of service in a single office.
- RCD Directors are elected for a two year term and may be re-elected for one additional term for a total of four consecutive years of service on the Board.
- The Chairperson of the Board
- Will serve a one year term.
- New chairs are elected by the current Board.
- A Board Member cannot serve as Chairperson for consecutive years.
- The current President cannot serve as the Chairperson.
- No Board member, including both officers and directors, may serve for longer than six consecutive years on the Board.
- If the President should resign before his or her term ends or be unable to complete his or her term of office the President Elect becomes the new President.
- If the remainder of the term is less than six months, s/he will also retain the position of President Elect.
- If more than six months the Board will appoint a new President Elect.
- If another officer or director should resign before his or her term ends or be unable to complete his or her term of office, the Chairperson, with concurrence of a majority of the Board, may replace that officer or director for the remainder of the un-expired term until the next election, at which time a replacement will be selected by utilizing the nomination and selection process outlined above. Replacements should be appointed from the existing Board if possible.
Section Five - MEMBERSHIP
- A quorum for the Board shall consist of a minimum of fifty percent of the Board members.
- Action by the Board must be by a majority of the quorum.
Section Six - COMMITTEES
- Voting Membership is established by paying the annual dues as set by the Board.
- Voting Members are eligible to vote in elections of Officers and Directors and on issues as designated by the Board.
- Voting Members may have other benefits as established on an annual basis by the Board.
- Voting Members may attend Board meetings, offer comments and suggestions and participate in general discussions but not vote.
- Non-Voting Members includes anyone who attends a dance.
RCD has seven standing committees: Publicity, Membership, Nominating, Special Events, Hall Management, Talent and Sound. General responsibilities for these committees are listed in Addendum C
.Section Seven - MEETINGS
Section Eight - RULES OF ORDER
- The Annual Board Meeting shall be held at specified date, time, and location each year as the Board or President may designate with proper notice being sent to all Voting Members.
- Any Voting Member in good standing may attend.
- Such notice shall accompany the notice of the election of Officers and Directors.
- There shall be at least one other meeting of the Board each year.
- Additional meetings of the Board may be called when deemed necessary by the President or any two members of the Board.
- Notice of such meeting may be provided by e-mail, or with mailed notice, provided such notice is given at least seven days prior to said meeting.
Section Nine - BYLAWS
- Roberts Rules of Order, or any other set of Rules of Order duly adopted by a majority of the Board, shall govern parliamentary procedure in the RCD meetings.
Section Ten - FINANCIAL
- The Bylaws shall be adopted for the governance of the RCD by a majority of the Board.
- A 75% vote by the whole Board is required to amend the Bylaws.
- The RCD shall never borrow funds from any source to cover operating expenses.
- The RCD will always strive to maintain an on-hand balance of at least one month's (preferably three month’s) typical expenses for rent and talent.
- Board Members, Officers and Voting Members may not use their own funds to meet any RCD obligation without prior permission from the Board. If they should choose to do so without the Board's prior approval, it will be considered a donation and they will not be reimbursed.
The responsibilities of the RCD Officers shall include but not be limited to the following:
- Set overall strategy for the RCD.
- Lead efforts to revise Bylaws and Addendums as needed.
The President’s responsibilities include:
- Supervising and coordinating RCD monthly dance activities.
- Recruiting, training, coordinating the activities volunteers.
- Maintain a chart of committee and volunteer positions and a current roster.
- Chairing the Membership Committee.
- Work with the membership committee to establish an atmosphere conducive to an enjoyable dance experience for all levels of dancers at monthly dances.
- Recommending ideas that would increase the success of the RCD to the Board.
- Perform treasurer duties if needed.
The President Elect’s responsibilities include:
- If no other candidates are available, automatically succeed the President when his/her term ends.
- Perform the duties of the President in his/her absence.
- Chairing the Nominating Committee.
- Ensuring that the term limits described in the RCD bylaws are adhered to by the Officers and Directors of the Board.
- Assuming the duties of the President on an interim basis if the President is unable to complete his/her term.
- Perform treasurer duties if needed.
The Secretary’s responsibilities include:
- Giving notice of the RCD Board meetings.
- Taking and distributing meeting minutes at Board and special meetings.
- Maintaining a permanent record of all RCD proceedings.
- Tallying votes from the Board and voting membership.
- Maintaining and circulating the current Articles of Association, Bylaws and Addendums of the RCD.
- Taking attendance at RCD Board meetings.
- Maintain a current roster of RCD voting members.
- Notify voting members of pending expiration of their membership.
- Supervise the RCD's annual election.
The Treasurer’s responsibilities include:
- Paying the rent and hired talent and other expenses as approved by the Board.
- Maintain possession and control of the cash box.
- Tallying receipts from monthly dances.
- Depositing/withdrawing funds as needed for the next monthly dance.
- Reporting monthly profit/loss results to the Board.
- Maintaining the Cash Flow/ Monthly Log.
In the absence of the Treasurer, the above duties can be performed by an eligible designee to include the President, President Elect, or Chairperson of the Board.
- Receiving all funds paid to the RCD.
- Disbursing money on properly authorized orders/invoices.
- Maintaining the permanent record of all financial matters.
- Preparing a Treasurer’s Report for all meetings of the Board, including the Annual Meeting.
- Preparing a final report for the prior fiscal year and submitting such report to the Board by the April meeting.
- Transferring financial records to the new Treasurer.
- Assisting in preparation of event-based budgets and related record keeping.
- Preparing an annual budget for approval of the Board.
- Maintaining the RCD’s non-profit tax status.
Chairperson responsibilities include:
- Chair all Board meetings.
Directors’ responsibilities include:
- Serving as liaisons among the RCD leadership, the membership, and the community at large.
- Representing the diverse interests of the general membership.
- Assisting the Officers in the administration of the RCD and in volunteer identification and recruitment.
- Attending Board meetings on a regular basis.
- Attending RCD events on a regular basis.
- Contributing to the work of at least one standing or ad hoc committee.
- The Chair(s) for each committee shall be responsible for submitting financial goals, including budgets, in writing to the Treasurer throughout each fiscal year.
- The financial goals are to be reviewed and rejected, accepted, or accepted with modifications by the Board.
- Committee chairs may submit other goals for the year for approval by the board.
Includes: Website Administrator, Facebook Administrator and Publicity Coordinator.
The responsibilities of the Publicity Committee include:
- Coordinating the communication and marketing strategies for the RCD.
- Assisting other committees with creation and execution of flyers, postcards, and other mailers.
- Managing and updating the content of the website.
- Coordinate promotion of dancing at local colleges and universities.
The responsibilities of the Membership Committee include:
- Creating and executing strategies to welcome new dancers.
- Fostering community and positive relations.
- Serving as ombudsmen for dancers who may experience issues.
- Provide programs to educate long term dancers to support new comers.
- Leading Board recruitment efforts to identify volunteers to serve on committees and to join the Board.
- Assist the Talent Committee to arrange for guest dancer lodging as needed.
The responsibilities of the Nominating Committee include:
Special Events Committee
- Soliciting nominees for Officer and Director positions by canvassing current Board members and collaborating with the Publicity Committee to develop a strategy to make opportunities for leadership known to the general membership. A nominee must become a voting member.
- Presenting a slate of nominees, through the President Elect who serves as chair of the Nominating Committee, to the Board of Directors for Officer and Director positions.
The responsibilities of the Special Events Committee include:
Hall Management Committee
- Presenting the proposed calendar of events to the Board.
- Planning, arranging and coordinating events for the RCD.
- Establishing financial and operational objectives for RCD events.
- Determining subcommittees and electing subcommittee chairs that best fulfill the annual programming goals of the RCD.
- Ensuring that the members are notified of events and encouraged to attend.
- Collecting informal feedback from event attendees and informing the Board of “lessons learned” from each event.
- Ensuring that at least one representative on the Special events committee attends events that are planned by the committee.
- Prepare the hall for each dance by arranging chairs and tables as needed.
- Schedule and instruct volunteers to work the admission desk.
- Return chairs and tables to storage and dust-mop the dance floor.
- Book band and caller for each dance.
- Discuss sound equipment availability with talent at time of booking to assure that their expectations are met by available equipment.
- Maintain a list of members willing to provide lodging for talent and guest dancers.
- Arrange for lodging as needed for talent.
- Arrange for lodging as needed by guest dancers.
- Assure that RCD sound equipment is available and operational for all dances.
- Assist with setup and take down of sound equipment.
- Liaison with talent on dance nights with regard to sound needs.