Bylaws of Hudson Valley Community Dances

Name

The name of this organization is Hudson Valley Community Dances (abbreviated HVCD). Hudson Valley Community Dances is a not-for-profit orginization operating as a Center of the Country Dance and Song Society of America (CDSS) under guidelines established by CDSS.

Purpose

Hudson Valley Community Dances is a nonprofit educational organization which is dedicated to the preservation, study, teaching and enjoyment, and continuing evolution of our heritage of traditional and historical dance, music and song. HVCD is committed to functioning in a cooperative manner.

Membership

Membership in HVCD is open to anyone who supports the purpose defined above. The Working Committee may assess dues, which would then be a requirement for membership. Dues should not be set in any way that will significantly restrict membership. Privileges of membership will include voting at membership meetings and other privileges defined by the Working Committee or as defined herein.

Membership Meetings

All membership meetings will be announced at regularly scheduled HVCD events at least three weeks in advance. An annual meeting of membership will occur before the end of the fiscal year for election of officers and to transact any necessary business. Other meetings may be called by the Coordinator as needed.

Dues and Charges

The dues for the members and the charges for single sessions, special events and enrollment for a series are to be set by the Working Committe at rates that will cover costs of operation.

Officers

Officers are a Coordinator, Secretary and Treasurer elected by members annually.

1. The Coordinator will function as President for all official HVCD business. This person coordinates the operations of HVCD, moderates >membership meetings, and calls regular and special meetings of the membership or Working Committee. The Coordinator can appoint any member of the Working Committee to serve as his/her representative.
   

2. The Secretary keeps records and minutes of meetings, maintains an up to date list of members and attenders, sends notices and receives and distributes information from other groups and organizations.
   

3. The Treasurer is responsible for collection of dues and charges; for disbursement of fees to musicians and callers; for payment of authorized expenses; and for reports to the Working Committee on the financial status of HVCD. The Treasurer prepares and files the yearly financial statement of operations as required by CDSS.

   Fiscal Year

   The fiscal year of HVCD is June 1 to May 31 of each year.

   Working Committee

   The Working Committee is the principal decision making body of HVCD. The Working Committee may delegate specific responsibilities to an appropriate committee. The Working Committee consists of officers, chairpersons and committee members. HVCD members who wish to participate in the operation of HVCD are encouraged to do so by attending meetings and by joining committees. The Working Committee may adopt policies allowing for the appointment of other HVCD members to the Working Committee. All officers and chairpersons or their designated representatives must be notified in advance of Working Committee meetings.

   Consensus Decision Making

   All decisions of the Working Committee will be made by consensus. Consensus decision making relies on three premises: (1) all points of view have merit, (2) due consideration of all opinions on a question produces the best solution and promotes individual growth, and (3) with proper discipline, consensus decision making achieves optimal group cooperation. Consensus does not require agreement; consensus simply requires that a group not act until its members have achieved an understanding which each person involved in a particular decision accepts as the decision of the group. If an individual has serious reservations concerning a proposal but does not want to block formal consensus, he or she can register a formal opposition to the proposal; formal consensus is achieved without that individual’ s assent.

   Quorum

   A quorum is required for all Working Committee and membership meetings. For the purpose of designating a quorum, all officers and chairpersons are designated as Zebras. A quorum requires the presence of at least half the Zebras.

   Committees

   The Working Committee will establish specific committees for the functioning of HVCD and may assign functions or delegate responsibilities to those committees. The Coordinator is an ex officio member of all committees. Each committee shall appoint its own Chairperson.

   Tax Exempt Status

   In order to meet the criteria for tax exempt status under Section 501 (c) (3) of the Internal Revenue Code, the following provisions shall apply:

   1. HVCD shall comply with provisions of the 4/3/84 memo, Tax Exempt Status For CDSS Centers, by Brad Foster, National Director, CDSS, including requirements to follow the aims and goals of CDSS and to submit a yearly financial statement to CDSS.
   2. No part of HVCD’s earnings may inure to the benefit of private individuals. This does not preclude the payment of any reasonable fees for work performed.
   3. In the event of dissolution of HVCD the assets of HVCD must be distributed to another non-profit organization with 501 (c) (3) status.
   4. HVCD must not, as a substantial part of its activities, attempt to influence legislation or participate to any extent in a political campaign for or against any candidate for public office.

   Amendments

   Amendments to these bylaws may be adopted by approval of two thirds of those members present at a duly constituted membership meetings. Proposed amendments must be approved by the Working Committee prior to submission to the membership meeting. At the event (e.g. dance) at which the meeting is announced, the proposed changes to the bylaws must be made available in writing and notice of the proposed changes given.

   Atopted February 26, 1988