Tampa Bay West Coast Swing Association Bylaws
The Tampa Bay West Coast Swing, hereafter referred to as TBWCSA, is a nonprofit (501(c)7) organization established on March 8, 2010, to promote, but not limited to, West Coast Swing dancing.
The purpose of TBWCSA is as follows:
- To preserve, promote and progress the enjoyment of dance.
- To encourage people to dance and to support members to improve their dancing at all levels on the social floor or the competitive arena.
- To promote public interest and appreciation of West Coast Swing (WCS);
- To represent the interests of the local swing dance community at the national level, and communicate regional and national developments to members;
- To offer support to those less fortunate individuals in time of need.
Membership is open to all. Anyone wishing to join can contact any board member.
All members must agree and abide by the bylaws and code of conduct of TBWCSA.
Any member is eligible to join a committee. Any member is eligible for election to the Board of Directors.
Members shall not have any personal interest or rights in any of the assets of TBWCSA, or in the use of its name; neither shall they have any rights of any kind to borrow, pledge, commit, or collateralize any of the assets of TBWCSA, or make loans or advances of any kind or nature in the name of or in reference to TBWCSA. Additionally, members shall not utilize TBWCSA name, membership listing, events, promotional items or assets in dance related activities which are deemed not in the best interest of TBWCSA.
Annual dues will be determined by the Board. Such dues shall be payable in advance and are nonrefundable, and will be renewable each year. Nonpayment of renewal dues will automatically terminate a membership.
Code of Conduct
Members violating TBWCSA’s Code of Conduct may have their membership brought before the Board of Directors for review. Violation of the Tampa Bay West Coast Swing code of conduct at Club functions or meetings are grounds for termination of membership, particularly if such offensive actions are deemed to damage the interests, standing or reputation of TBWCSA.
Termination of Membership
If a complaint alleging violation is received, the President shall instruct the Board to investigate and gather facts. If the fact-finding indicates a basis for further action, the matter will be brought before the full Board for consideration. A vote of 3/5 of the Board is required for removal.
Board of Directors
The Board of Directors shall have overall responsibility to set policy, regulate, administer, conduct, operate, approve budget, and run TBWCSA’s affairs. The Board’s obligations, responsibilities and duties are fiduciary in nature, intent and scope. This will include ensuring that TBWCSA is in compliance with all federal, state and local statutes.
The Board of Directors of TBWCSA shall be comprised of five members, four Officers, one Director and the past president who would vote only in the case of tie or if needed to fulfill a quorum:
Any board member failing to fulfill duties of the office may be removed from office by a majority vote of the remaining board members.
Vacancies that occur on the Board during any current business year will be filled by appointment of any member by a majority vote of the Board. This individual shall serve until the next election.
Nominations and Elections
The Board may convene a Nominating Committee. This committee will solicit nominations from the membership. Paid members who wish to submit his/her name for nomination can do so by submitting notification to the Committee or board member no later than March 1.
The final slate will be communicated to TBWCSA membership 1 week in advance of the Election. The vote for each board member will be determined by written ballot or in-person voting. Elections will be held every 12 months beginning from the time the initial Club elections occur (March 10). Determination of the four Officers will be decided by the newly elected Board of Directors.
The Board will meet on a monthly basis or as determined by the President. Meetings may be held in person or by video conferencing.
The regular meetings of the Board of Directors will be chaired by the President, or if absent, by the officer next in line.
A meeting notice announcing all non-regularly scheduled will be E-mailed to the Board of Directors in advance of the meeting by the President or meeting chairperson.
In extraordinary situations when time-sensitive decisions must be made before a regular Board meeting can be convened, the President, or, in his/her absence, one of the Officers, may prepare a description of the issue to be decided and communicate that description to all the other members. The Officer shall then contact each member to obtain their vote on that issue. The President shall then deliver the written description and the voting results to the Secretary for the corporate records.
The President or meeting Chairperson, shall prepare an agenda for each meeting. The President will communicate the agenda to the Directors at least three (3) days prior to the meeting. Any Director wishing to add items to the agenda must contact the President in a timely fashion.
The President or meeting chairperson may, if they so choose run the meeting in an informal manner. However, the chair, or any other Director, may request that the meeting be conducted under Robert’s Rules of Order, which will be applied upon a majority vote.
At least 3/5 of the members of the Board must be present to constitute a quorum at Board meetings.
The President shall:
-Preside over all meetings and ensures that a previously prepared agenda is available,
-Appoint, eliminate or discharge Committees as the Board deems necessary,
-Supervise and direct the activities of all other members of the Board of Directors,
-Acts a spokesperson for TBWCSA, and authorize and monitor all communications to and from TBWCSA,
-Ensure that copies of all Club communications are placed on file with the Secretary,
-Be a signatory on Club bank accounts.
The Vice President shall:
-Assists the President and other members of the Board of Directors in the performance of their duties,
-Assume the office of President in the event that office is officially or temporarily vacated,
-Be a signatory on all bank accounts.
The Secretary shall:
-Record the minutes of all regular meetings of the Board, as well as special meetings, and E-mail to all Board members within 1 week of the meeting,
-Upon request provide an approved copy of the minutes of meetings to members
-Include an attendance and voting report as part of the minutes for each meeting,
-Maintain a current file of all official Club publications, correspondence, etc, including articles of incorporation, bylaws, and all amendments, changes and modifications. These documents shall be TBWCSA’s master files,
-Prepare and maintain files on all incoming and outgoing Club correspondence,
-Serve as President in the absence of the President and Vice President,
-Be a signatory on Club bank accounts.
-Prepare and send newsletter via E-mail.
The Treasurer shall:
-Be chairman of the Finance Committee
-Be a signatory on all bank accounts,
-Be accountable for the management and control of all Club funds,
-Prepare written financial reports to be circulated at regular Board meetings and when specifically requested by the Board,
-Arrange, as necessary, for a financial audit of TBWCSA’s financial records, by a financial professional(s) approved by the Board,
-Prepare all necessary filings and reports required by Federal and State agencies,
-Insure that all checks issued over $250 bear the signatures of 2 Board members,
-Serve as President in the absence of the President, Vice President and Secretary,
-Ensure that financial records and accounts are held confidential.
-Attend all Board meetings
Committees to the Board
Committees are established and concluded by the Board of Directors. Any member in good standing is eligible to serve on, or head, a committee.
The scope, purpose, and responsibilities of each committee will be documented and approved by the Board.
E-mailed reports of committee activities will be submitted to the Board.
Committees will be formed as needed and determined by the Board of Directors. Those committees and their responsibilities may be as follows:
A. Finance Committee:
Headed by the Treasurer with at least two (2) other members. This committee will work with the board in formatting an annual budget and make sure that club events are within budget constraints. They will also audit the books at the end of the treasurer’s term and any time a special audit is called for by the board or general membership.
B. Social Dance and Activities Committee:
Headed by a chairperson with at least two (2) other members. This committee will format an annual agenda of social events such as monthly dances, picnics, softball games, cruises, etc. This committee shall also be responsible for scheduling dances lessons, food, decorations, entertainment, host, hostess, door people, ticket takers, etc. If additional help is required, they will solicit volunteers from the membership. All activities must have prior board approval. The committee, with the approval of the board, may use club monies for these activities in order to lower or eliminate the cost to members. If club monies are used, these activities will be limited to members and their guests as defined by the committee running the event.
C. Membership/Nominating Committee:
Headed by the membership chairperson with at least two (2) other members. The responsibility of this committee will be to solicit new members for TBWCSA and volunteers for committees, obtain completed applications and monies; to distribute “Board Member Nomination Sign-up” sheets to all members, collect these sheets and then interview prospective candidates.
D. Publicity and Communications Committee:
Headed by a chairperson with at least two (2) others members. This committee will compile all pertinent information regarding TBWCSA activities and interests for publication in a newsletter (sub-committee) and convey club information to the general membership in good standing at the direction of the board.
Mechanism for amending the bylaws
Proposals for amendments can be submitted by any member. Proposals must be submitted to the Board in writing and must be accompanied by at least 5 members’ signatures.
Board members may propose amendments to the bylaws at any regularly scheduled meeting.
Amendments must be approved by a majority of the Board.
Tampa Bay West Coast Swing Code of Conduct
The members of the Tampa Bay West Coast Swing have come together to celebrate their love of dance and form a dance community. TBWCSA is a social organization created to promote an environment where members can enjoy dancing and interest others in West Coast Swing. To achieve this goal, members are expected to be exemplary in their behavior on and around the dance floor, and strive to uphold the following principles:
Tampa Bay West Coast Swing Code of Conduct (Continued)
1. Respect: All dancers, regardless of their level of dancing, deserve the same respect on the dance floor. Sharing space on the floor is showing respect for all the dancers who use it.
2. Courtesy: Using the basic elements of courtesy, to fellow members, to newcomers and to visitors, makes our whole world as well as the dance world a kinder place.
3. Patience: Remembering that not all people learn at the same rate of speed, and that we were all beginners once, helps others to grow and maintains our own humility.
4. Competition: Many of us will compete in local and national venues. As representative of the Tampa Bay West Coast Swing, we expect good sports-person-like conduct. We support our fellow Club members and respond to the victories of others in a positive manner.
Updated: March 11, 2010, Feb. 27, 2011, April 1, 2012, March 5, 2022, Jan. 7, 2023