Penn Mar Club By-Laws

JUNE 7, 2014, BY-LAWS FOR PENN MAR DANCE CLUB

1. The Penn Mar Dance Club will normally consist of a minimum of 35 couples. This number can be increased depending upon the Club needs, special requests or other circumstances deemed appropriate by the Executive Committee. This number will not exceed 65 couples including guest couples.

2. GUESTS: Guest Couples should be warmly welcomed by the current members. Guests should be encouraged to become members. Guest Couples are the responsibility of the sponsoring Club member who will pay the guest fee amount as determined by the Executive Committee Treasurer. The President will be contacted for approval of guest attendance. Exceptions to this policy may be made by the Executive Committee on an individual basis.

3. DANCES: Nine dances will be held during the dance year, which begins in September and ends in May. Should there be additional funds left over, an extra dance may be held in the month of June. Dances will normally be held on the first Saturday of each month. Deviance from the first Saturday schedule may be necessary due to holidays occurring on or near the first Saturday. Normally, dinner will be from 6:00 pm to 7:00 pm., and dancing from 7:00 to 10:00 pm. As voted on for the 2014-2015 dance season there will be no January dance and the season will end with a dance in June.

4. FEES: The annual membership fee is due before the first of July of each year. Non-payment of the fee by this date is cause for dropping from the membership roll. The membership fee is set annually by the Executive Committee. Membership is not transferable and there will be no refunds except in exceptional circumstances approved by the Executive Committee.

5. EXECUTIVE COMMITTEE: The Penn Mar Dance Club will be administered by an Executive Committee consisting of the following offices and committees.

President (1 couple)

Vice President (1 couple)

Secretary (1 couple)

Treasurer (1 couple)

Band Committee (1 couple)

The term of office of the Executive Committee is one year. Consecutive terms of office are encouraged for continuity purposes.

6. NOMINATING COMMITTEE: Nominations for the Executive Committee positions will be presented each year by a Nominating Committee appointed by the President. The Nominating Committee will consist of 3 couples with at least one couple from the Executive Committee. The nominee for President should be selected from the current members of the Executive Committee. Nominees shall be presented, approved and installed at the May dance.


7. PROBLEM COMMITTEE: The President will appoint a Problem Committee of 3 couples from the Executive Committee to handle problems that may arise. Serious problems or incidents may be brought to the attention of the Executive Committee for solution. Problems or incidents involving disruptive behavior to the harmony and good order of the Club may be grounds for expulsion, after review and approval of the Executive Committee, with no monetary or fee refund.

8. MEMBERSHIP COMMITTEE: A Membership Committee of 3 couples will be appointed by the President with the Vice President as the Chairman of the Committee. These Committee members will be non-voting unless they already hold and Executive Committee office. Their role will be an advisory and suggestive capacity to the Executive Committee as well as aiding in recruitment of new members and liaison with current members. When necessary the Committee will be responsible for maintaining the Membership Application “Waiting List” which will be made available for ALL to see at every Executive Committee meeting and every Penn Mar Dance. When additional members are required from the “Waiting List”, the sponsor will be notified by the Membership Committee to inform the prospective couple of their selection. This will normally be immediately after the July deadline for renewals. The sponsor will inform the Committee of their couple’s intention as soon as possible. If the couple intends to join the Club, a letter of welcome will be sent along with a copy of the By-Laws. If the couple declines the Committee will notify the sponsor of the next couple on the “Waiting List”. Any couple who declines will be granted the opportunity to remain on the list but will be placed at the end of it.

9. MEETINGS: Meetings will be called by the President and may be requested by any member of the Executive Committee. Special meetings may be called on Dance nights by the President to handle matters of expediency. Although meetings are not normally scheduled during the year, a meeting of newly installed Executive Committee should be called during the month of July or August to review the By-Laws, get acquainted and conduct business as may be brought up by the other members of the Executive Committee. Three couples need to be present to constitute a Quorum.

10. DRESS: Ladies may wear dresses, skirts, or dressy slacks (no jeans). Coat and tie are required for the gents during dinner, but jacket may be removed when dancing begins. Exceptions to the dress code include designated theme dances such as Halloween, Hawaiian Tropical, etc.

11. DECLINING HEALTH: If one the members of a couple is unable to participate in the dances soon after the dance year begins due to seriously declining health, the Executive Committee will meet at their request to discuss and decide a course of action that is fair and in their best interest and that of the Club.

12. Any circumstances or item of business or interest to the Club that is not covered by the By-Laws may be brought before the Executive Committee for discussion and decision.