1.  Name
The name of the Club shall be the xxxxxxxxxx Square (and/or Round) Dance Club of xxxx, in the Province of xxxxxx.

2.  Purpose
The Club shall be operated on a non-profit basis to provide club members a place to dance in an atmosphere of friendship, cooperation, and enjoyment.

3.  Membership

a)  Membership shall be open to all, preferably couples, although the said couple need not be married.  Each member couple shall be encouraged to share in the organization.  Each member of a member couple shall have full voting privileges.

b)  Before joining the club, prospective members must visit and dance with the club for one evening.  Except for Basics level, prospective members must be able to dance at the Club dancing level, and shall be approved by the Membership Committee.

c)  The Membership Committee shall consist of the Membership Couple, the Caller, and one other member couple of the Executive Committee.

d)  Under exceptional circumstances, Honourary Memberships may be awarded to deserving members of the club by the Executive Committee.  Honourary members shall not be assessed annual dues, but they may be required to pay for special functions held by the Club and attended by them.   Honourary memberships may be revoked by the Executive Committee when this action is deemed in the best interest of the Club.

a)  Dues shall be set by the Executive Committee at the beginning of each dance year taking into consideration: hall costs; caller costs; number of dance nights; normal Club expenses; and other known factors such as visiting callers, etc.

b)  Dues or fees shall be published and all members notified by the second night of dancing of the dance session, i.e. fall, winter, spring, summer, etc.

c)  Dues or fees shall be paid as directed by the Executive Committee.  Dues may be paid for the night, the dance session, or for the entire dance year.

President shall chair Executive meetings, act as Chief Executive Officer in the management of Club activities and carrying out the wishes of the Executive Committee;  and liaise with Caller to maintain open and cordial communications between Club and Caller.

Vice-President shall assume the duties of the President in his or her absence; and co-ordinate the
  distribution and sale of tickets available to members for outside dances.

Past President shall act as an advisor and perform other duties as required or requested by the
  Executive.

Secretary shall keep correct record of all business proceedings maintain correspondence files of those items significant to the Executive, and of interest to future Executives.

Treasurer shall be custodian of all Club funds, collect dues, pay bills, and shall report regularly to the Executive or, as required, the full details of any transactions; and provide financial report to the Club at the Annual Meeting.

Social Convenor shall co-ordinate the provisions of refreshments at Club meetings and party
  nights; and maintain a roster of host couples for each dance night.

Membership & Publicity Convenor shall be responsible for maintaining the Membership Role,
recording attendance and investigating for two consecutive nights of absence, obtaining badges for members, sending cards publicizing the dancing season to members and the local media, submitting news items to the area publication, and contacting all members of short-notice news such as death of a Club member.  The Convenor shall be the custodian of Club banner.

a)  Elections are to be held annually at the next-to-last dance night of the Club dance year.

b)  Committee members shall be elected by a simple majority in open or secret ballot as decided by the meeting.

c)  All Club members in good standing shall be eligible for election to vacancies on the Executive Committee.

d)  The Past President couple shall act as a Nominating Committee, or in their absence, the Executive Committee shall appoint another person or persons to act in that capacity.
 The Nominating Committee shall:

Provide nomination forms for all members.
Check eligibility of all nominees.
Obtain approval of all nominees.
Publish the list to nominees at least one week prior to the election night.
Supervise and scrutinize the election.

e)  Executive Committee members shall be elected for a one-year term to the Executive Committee.  Any Executive Committee couple may stand for re-election.

f). Vacancies in any office shall be filled by the Executive Committee.

8.  Amendments
This Constitution and By-Laws may be amended at any General Meeting of the Club upon an affirmative vote by two thirds of the members in attendance, providing the full text of the amendment proposed shall have been delivered with notice of such meeting to each Club Member at least one week prior to the date of the meeting.

9. Wind-up of the Club
In case of wind-up of the Club, any assets shall be turned over to a like-minded organization by agreement of the remaining Club members, or failing that, by the last Executive Committee.

Disclaimer - Information Sheets
This Ontario Federation Information Sheet was prepared and approved by the Board of Directors of the Ontario Square and Round Dance Federation.  It is intended only as a guide for dancers and club executives to help them "get started" in handling the administrative details of a square dance organization.  The information was considered correct at the time of publication.  Suggestions or changes are welcomed by the Federation and should be sent to the Secretary.  This Information Sheet is made available by the Federation to members and other interested parties on the clear understanding that neither the Federation, its Board of Directors, or its staff can be held responsible for the consequences arising from the use of this information.

Section 1  Name
1.1  This organization shall be known as the  xxxxxxxx, hereinafter referred to as the "Club".

Section 2  Purpose
2.1  The Club shall provide its members with modern square and/or other dance programs as decided by the members, in an atmosphere of friendliness, co-operation and enjoyment.

2.2  The Club shall provide the residents of xxxxxxx and the surrounding municipalities with the availability and opportunity to participate in the Club dance programs.

2.3  The Club shall be a member of the xxxxx Square and Round Dance Association.  The Club shall support the Association and other Clubs in the betterment and furtherance of the movement.

Section 3  Membership
3.1  All dancers are eligible for membership upon payment of membership fees.

3.2  Prospective members should visit the club at least once, and must be able to dance at an acceptable level, and be approved by the Membership Committee.

3.3  Each member, in good standing, is eligible to vote at special or general meetings.

3.4  The Caller and Caller's Partner shall be deemed to be members in good standing, however, they will not be eligible to hold Executive Office, nor be required to pay membership fees.

Section 4  Membership Fees
4.1  The membership fee shall be set by the Executive prior to the beginning of each dance season, and it shall be reviewed and adjusted as required at mid-season, taking into consideration that the Club is a non-profit organization.

4.2  The membership fee shall include: membership in any Associations or similar bodies serving the dance community; caller's fee; hall rental; new members’ club badges; and other costs related to the operation of the Club.

4.3  The annual membership fee may be paid in installments as established by the Executive.

4.4  Visitors shall be charged a nightly fee, as established by the Executive.

4.5  Guests of the Club, which may include non-dancers, members of  other clubs advertising their club activities, formal visitors from Associations, and others as decided by the Executive will not be charged a nightly fee.

Section 5  Executive Officers
5.1  The affairs of the Club are to be administered by an Executive consisting of Officers as follows:  President,  Vice-President, Past President, Secretary, Treasurer, and the following other officers: {insert position names, such as Publicity Convenor, two Social Convenors}. Executive offices may be held by an individual and/or individual and partner.  The Caller and Caller's Partner, if any, are deemed to be advisors to the Executive and will not have voting privileges.

5.2  The Executive shall appoint committees, as deemed necessary, for the efficient operation of the Club.

5.3  All terms of office shall be for a period of one year, commencing July 1st.

5.4  Should a member of the Executive be unable to complete the members term, the Executive may elect a successor to the office for the remainder of the term or leave the position vacant, distributing any necessary duties among the remaining members of the Executive.

Section 6  Duties of the Executive
6.1  The President shall:
         a)  be the principal Executive officer of the Club;
         b)  preside at all Club and executive meetings;
         c)  call meetings of the Executive, Other Committees, General Membership (Annual or Special) and others meetings as required;
         d)  have the right to attend any Club Committee meeting as an "ex-officio member;
         e)  be the liaison between the Club and the Caller;
         f)  have the authority and responsibility to delegate and assign duties to the other officers as may be required in serving the best interest of the Club;
         g)  enter into all contracts with the Caller, hall rental agency, etc. on behalf of the Club; and,
         h)  maintain a supply of pins for presentation to visitors/guests from outside the Association area, and members moving from the Association area.

6.2  The Vice-President shall:
        a)  assume the duties of the President in the President's absence;
        b)  be the responsible officer for New Dancers, when that level exists in the Club;
        c)  be responsible for the Club banner.

6.3  The Secretary shall:
        a)  keep minutes of all Executive and general Club meetings;
        b)  keep a record of all business proceedings and maintain correspondence files of those items required by the Executive and the Club;
        c)  maintain an attendance record for all Club functions;
        d)  be responsible for the Club Guest Book.

6.4  The Treasurer shall:
        a)  collect all membership and visitor fees;
        b)  be custodian of all Club funds;
        c)  record details of all transactions and pay all bills approved by the Executive. (All cheques shall be co- signed by one other member of the Executive - normally the President);
        d)  maintain the attendance record required for insurance purposes;
        e)  present a financial report to the Club at the annual meeting and at other times as requested by the Executive;
        f)  maintain a Club membership list of all members.

6.5  The Social Convenor shall:
        a)  coordinate the provision of refreshments;
        b)  maintain a list of couples who will provide refreshments for dance nights and special occasions;
        c)  organize fund-raising as required; and
        d)  coordinate with the Past President, to organize activities associated with special entertainment  nights.

6.6  The Publicity Convenor shall:
        a)  prepare news items for the appropriate publications;
        b)  pick-up and distribute publications pertinent to the Club;
        c)  prepare news letters, bulletins and public relations material on behalf of the Club, as requested by the Executive;
        d)  plan, organize and coordinate an annual membership campaign.

6.7   The Past President shall:
       a)  act as a liaison between the Club and other Clubs and organizations;
       b)  be responsible for the co-ordination of special entertainment activities;
       c)  assist/advise the Executive as required;
       d)  be responsible for obtaining nominations for Club elections.

6.8   The Caller and Caller's Partner, if any, shall:
       a)  serve the Executive in an advisory capacity;
       b)  design a dance program of modern square and/or other dance activities which is consistent with the members' requirements and dancing abilities;
       c)  coordinate with guest callers and negotiate guest caller fees to meet the dance requirements of the Club;
       d)  organize a special graduation dance program for the new dancer class, if required; and
       e)  establish the acceptable level of dance for the Club members.
 
6.9   The Membership Committee shall consist of Executive officers, as designated by the executive - normally the Vice President and Past President.

Section 7  Elections
7.1  Elections shall be held once each year, normally during the last four weeks of the dance season, in conjunction with the Annual Meeting.

7.2  Elections shall normally be by a secret ballot.  Election to any office shall be declared only on receipt of a majority of the ballots cast.

7.3  All Club members in good standing shall be eligible for election.

7.4  A nominating committee, consisting of the Past President, and others as appointed, will solicit and accept nominations for submission to the Executive prior to the election meeting  All nominations received shall be reported to the meeting and a call for further nominations from the floor will be made by the person presiding at the election meeting.

7.5   The Past President and other persons chosen, four in total,  not seeking election, will supervise the elections, count the ballots and report the results to the meeting.

Section 8   Meetings
8.1  The Executive shall meet at the call of the President or upon the written request of three (3) Officers on the Executive. A quorum for the purposes of conducting the Executive meeting shall be not less than five (5) Officers of the Executive.

8.2  In addition to an Annual Meeting, the Executive officers shall call general or special meetings, when it is deemed necessary, or upon the written request of  xxxxx (x) Club members.  A quorum for the purpose of conducting a general or special meeting shall not be less than 60% of the members in good standing.

Section 9  Club Welfare
9.1  A member should not attend any Club dance or activity under the influence of alcohol or drugs.

9.2  All members are encouraged to wear acceptable square dance apparel at any Club dance or activity.  The standard of Club dress will be reviewed at Annual Meetings.

9.3  All members are encouraged to share in the organization equally and assist in carrying out the functions of the Club.

Section 10  General
10.1  This Constitution may be amended at a special or annual general membership meeting (minimum 60% of members in  attendance) by a two-thirds (2/3) majority vote of the  members present.

10.2  In the event of wind-up or dissolution of the Club, a meeting of the remaining members shall be convened by a member of the last Executive to decide on the disposition for remaining Club property or funds.  If agreement cannot be reached, the remaining club property and funds shall be turned over to a like-minded local or provincial Association to dispose of as that Association sees fit.

10.3  The following interpretations shall apply to this constitution:
       a)  "Notice of Motion" shall be a advised at least one week in advance of meetings;
       b)  "should" is to be construed as being informative only;
       c)  "may" is to be construed as permissive;
       d)  "shall" is to be construed as imperative;
       e)  words in the singular referring to an Executive Office held by an individual and partner jointly shall include the plural as necessary;
       f)  after having attended three dance nights, visitors shall be expected to establish a more permanent membership relationship with the Club.  Individual cases may be reviewed with the Executive  Committee as required.

NOTE: It is not obligatory that all the preceding be adopted.  Clubs should adapt as deemed advisable.

Disclaimer - Information Sheets
This Ontario Federation Information Sheet was prepared and approved by the Board of Directors of the Ontario Square and Round Dance Federation.  It is intended only as a guide to help dancers and club executives "get started" in handling the administrative details of a square dance organization.  The information was considered correct at the time of publication.  Suggestions or changes are welcomed by the Federation and should be sent to the Secretary.  This Information Sheet is made available by the Federation to members and other interested parties on the clear understanding that neither the Federation, its Board of Directors, or its staff can be held responsible for the consequences arising from the use of this information.