Members Only

Club bylaws and definition

As laid out in out in the club's bylaws the Samena Squares - Square Dance Club, are joined together in a spirit of fellowship and goodwill for the purpose of share the benefits and pleasures of Mainstream square and round dancing. 

Listing of Club Officers, 2024-25

   Co-Presidents:  Gordon (Gordy) Ball and Dan Blood

• Preside at all general club meetings

• Appoint and coordinate all standing and special committees.

• Call special meetings as necessary to conduct club business.

• Be Master of Ceremonies at club functions or appoint a designee.

• Hire callers and cuers for the dance year.

• Other duties as usually fall upon the office of President.

• Maintain a roster of all active club members and active students. Distribute as appropriate.

   Vice Presidents:   Lori Castner, Dave Kalman

• Assist the President in coordinating the efforts of committees.

• Perform the duties of the President in his or her absence or inability to serve.

• Replace the President if the President's membership is terminated for any reason prior to the expiration of his or her term.

• Chair the lessons committee.

• Responsible for the needs of the club as pertains to membership badges, dance class badges, and special activities badges or dangles.

• Accept and review membership applications and distribute the information as needed.

• Other duties as usually fall upon the office of Vice-President.

   Secretary:   Bernie - por tempore

1. 1. • Keep accurate records of the actions of all regular and special business meetings.

      • Conduct all necessary correspondence and keep a record of same.

      • Keep a separate record of all actions passed pertaining to the operations of the club.

      • Maintain a copy of these bylaws together with all amendments and changes thereto and distribute to all members.

      • Work with the Photography/Historian Committee to maintain the club history and historical documents, e.g., photos, flyers, other printed material or special items as appropriate.

      • Other duties as usually fall upon the office of Secretary.

   Treasurer:   Greg Abbas

1. 1. • Supervise or delegate the collection of dues and admissions.

      • Keep a record of dues and fees for lessons paid. Notify the President of any dues or fee delinquencies as they occur and/or as they are resolved.

      • Maintain a checking account in the club's name and pay all obligations incurred by the club when payment is authorized from this account.

      • Maintain a running account of club monies. Fiscal year is January I through December 31.

      • Render periodic financial reports at regular club meetings or as called for by the President.

      • Files appropriate forms, paperwork, and fees with the state of Washington to maintain nonprofit status and with the IRS to maintain tax exempt status during the first quarter of every calendar year.

      • Facilitate periodic audits of funds.

      • Other duties as usually fall upon the office of Treasurer.

      • Establish financial policies to include, but not limited to, a system of financial controls, limits on amounts the treasurer can pay without other signatures, guidelines for authorization on higher amounts.

      • Coordinate periodic audits.

Club Committees, 2024-25

   Caravan: Mauro

• • • Organize Samena Squares' caravans to visit other square dance clubs each dance year.

    • Coordinate caravans from other clubs visiting Samena Squares dances; assist dance hosts as greeter if needed. 

   Mount Baker Council (MBC) Representative: Lee & Debbie

• 1. • Represent the Samena Squares at the business meeting of the MBC.

     • Inform the club of MBC actions that affect the club.

     • Arrange club support of the MBC when needed.

     • Arrange for an alternate to attend the MBC monthly meetings if necessary.

     • Prepare and deliver the MBC report at Samena Quarterly meetings to keep the membership    abreast of council activities.

Sunshine: Jeri

• • Provide cards or other suitable support to members. 

Dance Theme/Hosts & Decorations Committee: Beverly (host duties), Vacant (dance theme & decorations) 

• Establish dance themes for the dance year.

• Coordinate the schedule of member volunteers to perform the duties listed below at each dance:

  • Four (4) volunteers shall be present for each dance to host the dance; two should serve as "greeters" at the entry door.

  • Prepare the hall for the dance, e.g., decorate if appropriate.

  • Be responsible for the preparation and execution of any special programs or activities at the dance. (eg. Toys for Tots)

  • Responsible for any cleaning that the hall may require following the dance.

  • Responsible for receiving and serving refreshments offered at the dance.

  • Responsible for other duties necessary for the success of the dance.

  • Assist with the coordination, inventory, and storage of decorations for the club's dances.

  • Monitor the restrooms for adequate supply and any emergency equipment failure.

Kitchen Supplies Committee: Vacant 

• Responsible for purchasing, storing, and maintain an adequate amount of all needed kitchen supplies for the club's dances and lessons.

Juanita Community Club (JCC) Representative: Lee

• Coordinating club activities with the JCC.

• Report JCC business and activities to the club at meetings.

Photography/Historian Committee: Lee

• Responsible for taking photographs of club activities.

• Arranges for a substitute (or a team) as necessary

• Provides photographs, photo montage or other media to the webmaster for inclusion in the webpage

• Responsible for electronic archiving of club photos

Publicity Committee: Claire & Maria Pia

• • • Provides flyers and video promotion items to the Web Site Committee.

    • Assist club officers and committee chairpersons as needed to publicize club activities, lessons, and upcoming events with outside organizations (example: Footnotes, MBC website, ads in Promenade magazine, flyers).

Web Site Committee: Dave & Mauro

• Maintain and update the Samena Squares web page or other electronic media.

Lessons Committee: Dave

• • • Direct and coordinate the square dance classes offered by the club

    • Facilitate publicity for lessons

    • Responsible for the lesson’s information night.

    • Contact members to act as "Angels."

    • Work with Vice President to ensure that all students have dance class badges

    • Responsible to see that the club is open and ready (coffee and water prepared) on lessons night.

    • Responsible to see that the club is cleaned up after lessons.

    • Ensure that the students are supported at Level Dances. 

    • Act as a liaison between students and lessons teacher.

    • If requested, arrange mentors for new members to act as a resource for them and to guide them by explaining and answering questions.

Social: Lori, Berni, Chris, Nadine, Claire & Shawna

• This group creates fun activities or experiences for the club to enjoy on months we may not have other commitments.

• We then relay the information to the club members.

• We set up and host the event, sometimes asking for volunteers to help.

• We plan and host the Holiday Party.

• We meet (generally via Zoom) approximately once a month to plan our fun events.

Spring Council Dance: Beverly & Shawna

• All duties necessary to host and run the May 30th 2026 council dance