DanceFlurry Organization By-Laws

About | Board of Directors | By-Laws

In January 2004 the Board of Directors formed a Strategic Plan Committee to examine the operations of the organization and ways to improve it.

After exhaustive study, the Committee made a series of recommendations to the full Board which met several times to consider and vote on these recommendations. Most were approved, some with modifications, and the Board has approved resulting amendments to the bylaws and recommends that the general membership vote in favor of these proposed bylaws (see By-Laws below) at the May 21st annual meeting in Ballston Spa.

The major changes are summarized as follows:

The following Standing Committeees are authorized:

The directors trust that the above changes, along with the continued help and support of our members, dance coordinators, Flurry planning commiteee members, and volunteers will ensure the strength of thew DanceFlurry Organization and its dance and music community for years to come.

1. NAME: The legal name of this organization is Hudson-Mohawk Traditional Dances, Inc., hereinafter now using the 'doing business as' name “DanceFlurry Organization.” The organization is a not-for-profit organization operating as a Group Affiliate of the Country Dance and Song Society, Inc., under guidelines established by the Society.

2.  PURPOSE/MISSION: DanceFlurry Organization is a nonprofit educational organization which is dedicated to the preservation, study, teaching, enjoyment and continuing evolution of American and international traditional and historical dance, music and song. Its mission is to present and promote live traditional music and dance and to expand participatory dancing opportunities for members in the Capital region.

3.  Membership: All persons interested in dance and music are eligible to become members of DanceFlurry Organization upon payment of dues.

 a) Members in good standing may: attend general and special meetings; vote on all questions coming before the membership; and hold office and serve on standing or special committees. (Note: you must be a paid-up DanceFlurry Organization member to serve as one of the DanceFlurry Organization Board of Directors)

  b) Members are welcome to attend meetings of the Board and to participate in discussions on matters before the Board, but without a vote on matters before the Board.

 c) Membership dues and privileges are determined by the Board. If the Board has set dues, only those persons whose membership is paid for the current year will be members in good standing.

4. Meetings of the Membership:

  a)  The Annual Meeting of the membership shall be held each year in the month of May, for the election of officers and other directors and for the transaction of any necessary business.

  b) Special meetings of the membership may be called by the President at his or her discretion, or at the direction of the Board, or at the written request of at least 10% of the membership. Notices of special meetings shall state the matters to be considered.

  c) At least two week's notice of the annual or any special meeting shall be given.

  d) The quorum for transaction of business is 5% of the membership.

  e) A majority vote of those voting is necessary to transact any business brought before the membership, including the election of officers, except as otherwise noted in these By-Laws.

  5. Board of Directors:

a)  The responsibility for all business matters lies with the Board of Directors which consists of eighteen directors, including the five officers. The term of office is three years.

b) The Board has sole authority to set schedules and dates for the year; to set dues and fees at rates which will cover costs of operation, including honoraria paid to individuals, rental of necessary facilities, and other incidental expenses; to engage facilities for classes and special programs; and to approve engagements and/or other special activities undertaken in the name of DanceFlurry Organization.

  c) The Board shall determine the need for and the responsibilities of standing or special committees to carry out projects or special programs.

  d)  The dance and music leaders or chairpersons of standing or special committees, whether or not they are members, may attend meetings for the purposes of advising or receiving suggestions from the Board concerning the programs of DanceFlurry Organization.

  e)  In the event of a vacancy among the Board, the remaining Board members may exercise the powers of the full Board until the vacancy is filled at the next regular election or, upon reasonable notice to the Board, by a majority vote may appoint a member to temporarily fill the vacancy until the next election.

  f)  A director or officer may be removed from office after reasonable notice and opportunity to be heard by a majority vote of DanceFlurry Organization membership or by two-thirds majority vote of the entire Board.

g) Directors shall be required to serve on a Standing Committee as chair, vice chair or committee member, or shall serve in an active leadership role in a dance series sponsored by DanceFlurry Organization.

  6. Meetings of the Board:

  a) The quorum for transaction of business is at least half of the directors.

  b) A majority vote of those voting is necessary to transact any business brought before the Board.

7. Officers: The Officers of DanceFlurry Organization are President, Executive Vice President, Vice President for Fund-raising, Secretary and Treasurer. The term of office is three years. Duties of Officers are:

President: The President is the executive officer responsible for the operation of the group. He or she shall preside at meetings, call regular or special meetings of the Board or membership as needed, appoint the Chairpersons of standing or special committees, except as otherwise noted herein, and carry out any other necessary duties incident to the office of President. The President shall chair the Budget Committee.

Executive Vice-President: Executive Vice President. The Executive Vice President shall act as President in the absence or illness of the President and, in the event of the President's resignation or incapacity to serve, shall succeed to the office of President until the next regular election of officers. The President may delegate to the Executive Vice President such official or other duties as may be necessary for the conduct of business. The Executive Vice President shall chair the Program Development Committee.

Vice-President for Fund-Raising & Membership : The Vice President for Fund-Raising and Membership shall act as President in the absence or illness of both the President and Executive Vice President and, in the event of both the President's and Executive Vice President's resignation or incapacity to serve, shall succeed to the office of President until the next regular election of officers. The Vice President for Fund-Raising shall chair the Fund-Raising Committee.

Secretary: The Secretary shall: keep records and minutes of meetings; maintain an up-to-date list of members, attenders and subscribers; send notices and flyers; receive and distribute information from other groups and organizations.

Treasurer: The Treasurer shall be responsible: for the collection of dues and charges, for the disbursement of fees to musicians and teachers; and for the payment of authorized expenditures. The Treasurer shall: advise the Board about the finances of the organization; assist in formulating the budgets for the regular and special activities; and prepare a yearly financial statement of operations. The Treasurer shall chair the Finance Committee.

  8. COMMITTEES: The Board shall establish Standing Committees and the work goals for each committee. At regular Board meetings, the Board will review progress and revise strategy, tasks and time lines to assure results. Each Committee shall be chaired by a director, whose term will be one year, subject to the pleasure of the President. General members may serve on a committee.

  a) Nominating Committee: Its purpose shall be to search out and recruit new directors. In making recommendations, the Nominating Committee shall carefully review the current skill needs of the board, the current membership of the board's various standing committees, the age representation and balance of directors representing the programs of DanceFlurry Organization, and any other factors deemed important by the full Board. The president shall recommend to the Board each year for approval an appointment to the chair of the Nominating Committee and one (1) to two (2) members each from the current year's Flurry Organization Committee and from among the non-board general membership to serve for a year on the Nominating Committee.

 b)  Member Communications Committee. Its purposes are: to start an interactive dialogue among dancers, callers and musicians of DanceFlurry Organization in order to serve their needs; to publicize and disseminate a calendar of dance events; to oversee DanceFlurry Organization's website; and to recruit staff, recommend appointments to other committees and identify potential directors.

  c) Member Development Committee. Its purposes are: to develop the dance community and participation in DanceFlurry Organization activities; to maintain a current database of members; and to create strategies to expand the number of participants.

 d) Program Development Committee. The Executive Vice President shall chair this committee. Its purposes are: to focus on Dance Flurry organizational support; to promote new events and initiatives such as DanceFlurry Organization-sponsored dance series, in-school traditional dance and music grants; to develop, train and support traditional dance musicians and callers, weekly dance series and venue development.

  e) Finance Committee. The Treasurer shall chair this committee. Its purposes are: to maintain proper cash management and investment; to supervise bookkeeping and accounting practices; to oversee the implementation of the adopted annual budget; and to prepare financial statements for Board meetings. In lieu of a Vice-Chair for this Committee, a non-officer position of Assistant Treasurer shall implement a cash management plan, maintain all depository accounts, and prepare and present quarterly, annual and other financial reports as requested by any director. This position shall be filled by a person with experience in these responsibilities and will be appointed and will serve at the pleasure of the Board.

  f) Budget Committee. The President shall chair this committee. Its purposes are: to develop DanceFlurry Organization's budget priorities for the coming year; to allocate resources between activities; and to advise projected funding requirements to the Fund-raising Committee.

  g) Fund-raising Committee. The Vice President for Fund-raising shall chair this committee. Its purposes are: to raise revenues to meet current operating needs; and to coordinate with a separate Advisory Committee of individuals selected to raise funds to carry out DanceFlurry Organization's programs and activities.

  h) Flurry Liaison Committee. Its purposes are: to provide support, guidance and supervision for the paid Flurry staff; to serve as a liaison between the paid staff and the full DanceFlurry Organization Board when major decisions need to be made about overall programming goals, budgets, venues, fund-raising, publicity and significant operational issues for the Flurry; and to make recommendations to the Board regarding changes in staff and staff responsibilities and benefits.

  9.  Election of Officers and Board Members at Large: Officers and Board Members at Large are elected at the Annual Meeting of the Membership and take office on June 1.

a) Officers and Directors shall be elected at the Annual Meeting of the Membership and take office on June 1 of that year. The five (5) officers and one (1) director shall be elected for three (3) year terms commencing June 1, 2005 and three year terms thereafter. Six (6) directors shall be elected for two (2) year terms commencing June 1, 2005 and three year terms thereafter. Six directors shall be elected for one (1) year terms commencing June 1, 2005 and three year terms thereafter.

 b) The Nominating Committee shall report its slate of nominees to the Board for approval one month prior to the annual meeting. The Nominating Committee shall present its approved slate of nominees for existing vacancies to the membership at least two weeks prior to the annual meeting.

c) Additional nominations may also be made by written petition of five members or from the floor at the annual meeting, provided the consent of the nominees has been obtained.

 d) A majority of those voting is required for election to office. In the event of a contested election, paper ballots shall be used and tellers appointed to tally the results.

  10. Fiscal Year: The fiscal year of DanceFlurry Organization is June 1 through May 31.

  11. Amendments to the Bylaws: Amendments to these Bylaws may be made upon one month's notice to members; this notice must state the proposed changes. The notice may be in the form of a mailing, emailing, web announcement or public announcement. A two-thirds majority vote of those voting is required for adoption.

  12.Special Notices RE Tax Exemption:

  a)   No part of DanceFlurry Organization's assets or net earnings may inure to the benefit of any individual. This does not preclude the payment of any reasonable amounts for goods or services provided to the organization.

  b) Upon dissolution of DanceFlurry Organization, its assets shall be distributed to another nonprofit organization that is exempt under section 501(c)(3) of the Internal Revenue Code.

  c) DanceFlurry Organization shall not, as a substantial part of its activities, carry on propaganda or otherwise attempt to influence legislation, except to the extent permitted by section 501(h) of the Internal Revenue Code, nor shall it participate to any extent in any political campaign for or against any candidate for public office.

  d) It is intended that DanceFlurry Organization shall be entitled to exemption from Federal income tax under section 501(c)(3) of the Internal Revenue Code and shall not be a private foundation as described in section 501(a) of the Code.

  e) DanceFlurry Organization subscribes to the general purposes of The Country Dance and Song Society, Inc.

  13. Adoption: These bylaws shall replace any previous bylaws and shall become effective immediately upon adoption by the general membership of DanceFlurry Organization.

Adopted by the General Membership at its annual meeting on May 21, 2005, held in Ballston Spa, New York.

Michael Kernan, President

Karen Meyers, Secretary