Constitution, Code of Ethics & By-Laws
Know ye, all those present and future, that we have duly constituted a non-profit organization hereafter to be known as the National Association of Square and Round Dance Suppliers.
Governed by this Constitution and the By-Laws made a part hereof, this organization is dedicated to advancing the Square and Round Dance movement. Be it further known that members of the National Association of Square and Round Dance Suppliers will, by virtue of their membership, dedicate themselves to enhancing, expanding and in every manner possible, improve the atmosphere of Square and Round Dancing activities. This to enrich the enjoyment of those who participate. Be it also known that, as a non-profit organization, each member will contribute a fair and equal share of all expenses.
This Constitution and related By-Laws, having been adopted by the forming members may be amended in any manner when properly directed by a majority of members present at any regularly called meeting of general membership. Witness our hand and seal hereto.
CODE OF ETHICS
As a member of the National Association of Square and Round Dance Suppliers, I certify that the following Code of Ethics will be guiding principles in the conduct of my economic activities.
1. I recognize that the enrichment of dance activities is the route to best improve my own economic well being, but pledge myself to a selfless goal of siding this great activity regardless of financial gain.
2. I will not knowingly violate the laws or operating rules of any agencies or square dance organizations which govern our economic activities.
3. I shall ask for no more than fair and reasonable considerations in my relationship with dance activity sponsors and my follow exhibitors.
4. The goods and services I offer shall be honestly presented, with no intent to defraud or mislead.
5. I will show consideration for the dancers and my fellow exhibitors by containing my display within the area assigned and not erect signs that obstruct the view of other exhibitors.
6. My displays will be in good taste, conducive to the dancing environment and maintained in good order.
7. When exhibiting at sponsored dance activities, I will abide by the rules of the sponsoring organization and respond to all reasonable requests from those responsible for the function.
8. I will ensure that no alcoholic beverages are maintained or consumed by any person in my exhibiting area before or during dance activities.
9. I will ensure that the personal actions, mannerisms and verbalization of all those in my control are conductive to the enhancement of dance activities.
10. Above all else, I shall conduct my activities with the honesty and integrity that is the foundation of friendship and our social environment.
(As amended June 26, 1985)
The following By-Laws, having been duly adopted, are the basic rules and regulations of the National Association of Square and Round Dance Suppliers.
ARTICLE I - MEMBERSHIP
Any individual, or other entity recognized by law, who provides a continuing service to square and round dancing participants from which they might reasonably expect to receive remuneration as a form of compensation, may apply for and receive initial membership in this organization. Membership in this organization provides the following entitlements and requires of its members adherence to all By-Laws and the Code of Ethics. Violation of the Constitution, By-Laws, and/or Code of Ethics are grounds for revocation of membership.
ARTICLE II - ENTITLEMENTS
1. VOTING RIGHTS. Each membership is entitled to and entrusted with one vote. This vote may be exercised at any duly called meeting.
2. RECORDS OF THE ORGANIZATION. Basic records of the organization and financial records shall be maintained by the Secretary-Treasurer. All records may be examined by any member through written request to the President of the organization. Such request shall allow for a reasonable time in order to make the examination convenient to both the member who desires examination and the party maintaining those records to be examined. The examination shall be performed at the place which the records are normally maintained.
ARTICLE III - OFFICERS
Officers of the organization shall be elected on a biennial basis and will serve for a period of two years. Reelection shall also be in terms of two years. There are no limits imposed on the number of consecutive terms any individual may serve as an officer. The following officers shall be elected by a majority of members present at each specified annual meeting: PRESIDENT, FIRST VICE-PRESIDENT, SECOND VICE-PRESIDENT and SECRETARY-TREASURER. Newly elected officers shall assume their duties at the close of the annual meeting at which the election takes place. The President shall appoint a replacement to serve out the time for any officer who is unable to complete their elected term of office.
ARTICLE IV - MEETINGS
The annual meeting will normally be called on Wednesday evening before each annual National Square Dance Convention. The place of the meeting and the exact time shall be at the discretion of the President, but will be in a location convenient to those attending the National Square Dance Convention. Other meetings may be called at the discretion of the President.
ARTICLE V - EXECUTIVE BOARD
The Executive Board will be comprised of the President, First and Second Vice-Presidents, Secretary-Treasurer, Ethics Committee Chairman, and the immediate past President. The annual meeting will behold an Tuesday prior to the annual general meeting. Other meetings maybe called at the discretion of the President.
ARTICLE VI - COMMITTEES
Committees for specified purposes may be appointed by the President and will consist of 3 or more individuals (at the President's discretion). One standing committee will be appointed at each annual meeting. This committee, known as the ETHICS COMMITTEE, will consist of at least 3 persons (other than officers of the organization).
ARTICLE VII - ETHICS COMMITTEE
The ETHICS COMMITTEE will be charged to examine any complaints lodged by or against any member. They shall report their findings and recommendations to the officers of the Organization. Findings and recommendations of the ETHICS COMMITTEE shall be reported to the investigated party by the officers.
ARTICLE VIII - EXPENDITURES OF MONIES
Expenditures of monies from the Treasurer may be made only with the concurrence of the officers of the organization. Expenses incurred by an officer shall be at their discretion with the understanding that reimbursement for those expenses incurred is contingent upon the approval of the elected officers. If disagreement exists as to the correctness of expenditures, the President shall take a vote of the other three officers. Approval of the expenditure requires the approval of two officers. A report of expenses incurred and paid shall be rendered at each annual meeting by the Secretary-Treasurer.
ARTICLE IX - EXPULSION OF MEMBERSHIP
Any member found to have violated the Code of Ethics of NASRDS or to have committed an act disfavoring to the Organization maybe considered for loss of membership. If recommended by the Ethics Committee and concurred with by the officers, the investigated party will be notified and a motion for expulsion will be made at the next annual meeting. Upon a majority vote of the members present, membership may be withdrawn or continued as directed by the vote.
ARTICLE IX - REPORTS TO THE MEMBERSHIP
Each year, the officers shall be responsible for making three timely reports to the membership. They are as follows: Short Form Seniority List, Pre-Convention Meeting Report and Final Seniority List
1.A distribution of a Short Form Seniority List, including the vendors’ business name and current seniority position. The report will also include a documentation of all dates and justification of changes since the previous final seniority report. A second portion of the report shall list the justification for any changes, i.e., transaction dates for the following categories of changes: new members, transfers of seniority, requests for name changes, dropped members, and changes which have occurred since the previous Final Seniority Report. The submission deadline for this report is January 31 each year and is the responsibility of the Secretary-Treasurer
2.Immediately following the pre-convention trip the President with the cooperation of the Secretary-Treasurer shall file a Pre-Convention Meeting Report to the membership. This document shall contain all findings and information regarding the upcoming convention. At a minimum, the contents shall include:
1.# of booths proposed and # of dressing rooms
2.proposed booth layout (subject to final revisions)
3.proposed costs of booth rental
4.load-in and load-out information, i.e., loading docks, etc
5.vendor hotel selection and location
6.parking information, i.e., costs, location, etc
8.vendor booth chairman’s name, address, phone/fax and email
Also, the report may include any local ordinances, building layout, logistics specifics and convention requirements, which affects all member exhibitors. The report shall also include any other information vital to the member exhibitors. This report shall be supplied to the membership no later than four weeks following the President’s return from the pre-convention trip.
3.The Final Seniority Report shall be provided to all member exhibitors at the annual meeting. This report shall include at least the following items of information:
1.vendor’s business name—(flip– flop names shall remain obvious for the purpose of vendor / peer recognition)
2.address, city, state, zip
3.contact/ owner of business
4.business phone/fax phone/home phone (as available)
5.expiration date of dues
6.amount last paid (dues)
7.date of last payment
8.email address (as available)
The Final Seniority Report will include a “short” listing, identical in format to the form submitted in January.
ARTICLE IX - FISCAL YEAR
The Fiscal year is defined as the period from June 1-May 31.