Texas State Camping Squares Constitution and Bylaws

Duties of Host Club For State Campout

Article I

This organization shall be referred to as the Texas State Camping Squares. It shall be composed of all Square Dancers who are members of an established club, having camping equipment, and desiring to join, with no special recognition being given to any individual club, or group.

Article II

Section 1. The purpose of this organization will be to promote fun, fellowship, and goodwill among our fellow campers; to further coordinate our hobby to other individuals and to encourage participation in camping and square dancing.

Article III

Section 1. The elected officers of this organization shall consist of a President, 1^st Vice-President, 2^nd Vice-President, Treasurer, and Secretary.

Section 2. These are all to be elected for one (1) full term of (1) one year at the spring meeting and all these officers shall assume office immediately after the meeting.

Section 3. Nominations will be submitted by the nominating committee. The nominating committee shall consist of President and all member club Presidents or their appointed representative. Nominations will be submitted at the Spring meeting. Nominations made from the floor will be accepted, provided that person is present or has submitted a letter of acceptance to the President.

Section 4. The President shall be Chairman of the Executive Committee which shall consist of all Camping Squares elected and appointed officers, all member club Presidents, and all Texas State Camping Squares Past Presidents.

Section 5. The President shall be Chairman of the Board of Directors which shall consist of the Texas State Camping Squares elected officers and three (3) delegates appointed by and representing each member club. Each delegate and officer shall have one vote.

Section 6. No elected officer may serve, more than two (2) consecutive terms in the same office.

Article IV

Section 1. There will be as few rules and regulations as possible, and we will strive not to over organize whereby this will remain fun for everyone.

Section 2. The elected officers of this organization will have the power to revoke membership for unbecoming behavior.

Article V

Section 1. The membership fee in the organization will be determined by the Executive Committee and approved at the General Meeting by the Board of Directors and must be paid before a member is eligible to vote. Membership fees are due January 1 and if not paid by March 1, that member will be deleted from the roster. Any fees received after October 1 will be considered as membership fees for the following year.

Section 2. All members and guests may be asked to donate a fee for admission to each activity; that fee to be set and determined by the Executive Committee.

Section 3. The organization will be open to members and guests at all activities.

Section 4. All money collected will be used to the benefit of all members of the organization.

Article VI

Section 1. The officers are to authorize the expenditures of money necessary for the proper functioning of the Texas State Camping Squares.

Section 2. The elected Treasurer shall sign all checks with the President and First Vice-President as alternates.

Section 3. All expenses of the Texas State Camping Squares will be paid on presentation of a bill for value received.

Section 4. The Treasurer’s books will be audited annually.

Article VII

Section 1. The President shall have the power to appoint special committees as are necessary to the proper functioning of the organization.

Article VIII

Section 1. Amendments to these Bylaws must be presented in writing, in petition form, and signed by at least twenty-five (25) per cent of the membership, or presented by the Executive Committee at a regular meeting.

Section 2. All delegates present shall constitute a quorum for the transaction of any business at a regular meeting.

Section 3. DISSOLUTION: At any time should the Texas State Camping Squares become insolvent or by a 2/3 majority vote of the remaining members vote to dissolve, any money or assets will be divided equally among any remaining member clubs. If there are no remaining member clubs, all assets will be given to a like group; or a non-profit organization.

Section 4. NOTES: These bylaws were updated September 19, 2009, and all amendments and changes are a matter of record. These bylaws are current to the latest changes and amendments on latest date change, all amendments and changes will be presented upon request to the Secretary.

The duties of the host group for a State Camp Out are as follows:

1. Determine a date for the TSCS Campout. (Suggestion by the TSCS Organization was not to have the March Campout on the 1st weekend in March due to a conflict with TSFSRD Conclave.)

2. Develop a Flyer to Advertise the TSCS Campout/Meeting. Send any information regarding the plans for the TSCS Campout and a Flyer to the TSCS Webmaster (Kathie.malone@verizon.net) as soon as possible.

3. Set up hospitality center location which will include coffee team water, etc.

4. Take charge of general facility operation. See that lights are on and if air conditioning is needed see that it is on in time to cool the facility prior to start of activities. See that chairs and tables are arranged for each function.

5. Designate someone that arrives early to advise and direct the arriving campers of parking locations (Work with the TSCS 2^nd Vice President).

6. Locate a restaurant for the lunch caravan on Friday and notify the restaurant of the plans.

7. Locate a restaurant for the Sunday morning breakfast and notify the restaurant of the plans.

8. Plan for a craft and or demonstration/education for Saturday afternoon.

9. Acquire the services of a Square Dance Caller and Round Dance Cuer to be MC for the weekend. Only the MCs are to be paid. All local and member callers will be invited to call. No outside or special callers will be hired. MC fees are $100 for the caller and $60 for the cuer for the weekend plus payment of their camping fees for Friday and Saturday nights.

10. Plan and direct an after party for Saturday night only.

11. Acquire leader for Sunday morning devotional. You will need song books or song sheets.

12. Arrange for coffee, tea, and ice water at the following:

a. Friday Evening Dance

b. Saturday Morning Activities

c. Saturday Pot Luck Dinner

d. Saturday Evening Dance

13. Supplies needed include the following: All supplies left over will go to the Host Club. Please make a report of supplies used and give this report to the TSCS 1st Vice President.

a. Cofee (both regular and decaffeinated)

b. Tea

c. Water

d. Ice

e. Sugar, Sweetener, Creamer

f. 6 oz. Styrofoam Cups for Coffee

g. 10 or 12 oz cups for Tea

h. Spoons for Sugar and Creamer

i. Plastic Stirrers

j. Napkins

k. Paper Towels

l. 6” Paper Plates for Snacks

m. Fresh Doughnuts for Saturday Morning

14. All expensed incurred by the Host Club will be reimbursed by the State Treasurer upon presentation of your paid receipts. This does not include any expense for decorations. Decorations used are at the expense of the host club and no reimbursement will be provided.