A.C.S.C. Reference Manual
Forward
Within the Association of Carolina Shag Clubs there is a wealth of knowledge relating to every aspect of club operation. This knowledge is often lost when members leave their club, become inactive, or when there is a change of officers or committee chairpeople.
Within individual clubs, the ability or experience level of the leaders and/or chairpeople can change dramatically over a period of a year or two. Even clubs, who are very strong overall, or in certain areas of their operation, can quickly become weak or disorganized.
Club expectations within the A.C.S.C. are frequently not passed along when officers change. Although the A.C.S.C. hopes that each club sends its President and other officers (who are generally in line to move up to the next officer position the following year) to meetings, we frequently start the New Year out with many club representatives who have never been to an A. C.S.C. meeting. They often have no idea what their club membership requirements are, or anything about the history or makeup of our organizations.
There are also clubs within the A.C.S.C. who are not as strong in membership, party attendance, or finances as other clubs. They may be struggling or in need of help. Like a chain, the A.C.S.C. can only be as good as its smallest or weakest club.
It has long been our goal to provide a tool for our clubs to help make them stronger and more effective, which will in turn allow them to prosper and grow. The overall effect of this will be to help perpetuate the shag and all of our organizations into the future.
This book can become a very valuable asset. We have designed and formatted our first distribution to allow for many future updates, additions and improvements. We hope that as more people recognize the value and potential of this manual, they will become interested in providing valuable input and further additions.
We wish you and your club all the best. Remember, even though you must treat many aspects of club operation like a business, it is still important to SHAG FOR FUN!
Mike Rink - A.C.S.C. Chairman (1998 - 2000)
These people chaired sections of this manual for the first printing on July 8, 2000: Bylaws - John Gilstrap, Danville Shag Club Newsletters and Flyers - Vesta Jones, Northern Virginia Shag Club Parties and Events - Kathy Thompson, Twister's Shag Club Fundraising Ideas - Chuck Ward; Moore Area Shag Society Increasing Membership - Bill Rice, Ocean Drive Shag Club Negotiating With Lounges - Murl Augustine, CSRA Common Problems - Suzanne Willis, Shelby Shag Club A.C.S.C. Requirements - Sandy Braddock, Sun Coast Shag Club A.C.S.C/S.O.S. Structure & Bylaws - Mike Rink, Twisters Shag Club
Acsc130 (word) Revised 07/1512002
Note from Ken Akin, Vice Chairman, ACSC-from the Mid-Winter meeting at the beach: Judy Vick read this history of the Association, and I thought that you might like to see a copy.
THE ASSOCIATION OF CAROLINA SHAG CLUBS FOUNDED 1984
A SWINGING PAST AND A SHAGGING FUTURE By Phil Sawyer
The ASSOCIATION OF CAROLINA SHAG CLUBS was founded in 1984. Ken Hudspeth, then President of the Rock Hill Shag Club, gathered the Presidents of the Clubs attending the 2nd Annual Columbia Invitational in October, 1983, at Pine Island on Lake Murray and suggested a low key organization of Clubs in South Carolina and the one in Atlanta to share ideas, exchange information and to sponsor a party for the Clubs at the beach in January. Harold Bessent (Fat Harold) also met with us and endorsed the idea.
Ken and the Rock Hill Shag Club arranged for the first of what was to become the MID- WINTER BEACH CLASSIC in January of 1984. Participating Clubs were Columbia, Charleston, Greenville, Shag Steps, Rock Hill and Winnsboro. The Presidents of local Clubs continued their efforts to form an organization. Earlier, Ken Hudspeth and Phil Sawyer, then President of the Columbia Shag Club, had met several times to formulate the concept and to develop a Charter. The representatives of these Clubs met again in February 1984, in Columbia, to formally establish the Organization.
The Presidents agreed that the Organization would be named THE ASSOCIATION OF CAROLINA SHAG CLUBS. Since Atlanta was a Charter Member, it is immediately obvious that there was no intention on the part of the Founders to limit membership to the Carolinas. Carolina in the name of the Association refers to the dance and not to the geography. The original Charter provided for the Association to be governed by a Board of Advisors to be presided over by a Chairman. Ron Whisenant was elected Chairman, the first, and served for two years.
The local Clubs continued to sponsor statewide parties, always with Atlanta included, and soon Columbia, Charleston, Atlanta, Greenville, Rock Hill, and Winnsboro were having regular weeklong events to which all other Clubs were invited.
The first major effort by the fledgling Association, still less than one year old, was a cruise. Over 150 Shaggers boarded the S.S. Galileo (now the Meridian) on March 3, 1984, for a five- day Caribbean Holiday. This was the first of what was to be many cruises to South America and the Grand Caymans, the Virgin Islands, Mexico, the California Coast, and the never-to- be-forgotten weeklong fantasy on Waikiki Beach in Honolulu. Trips became the forte of the Association. Always exciting, affordable, and filled with Beach Music and Shagging, the travels are the highlight of many a Shagger's life.
News of the success of this little Association soon spread. Ken Hudspeth followed Ron as Chairman, and the Metrolina became the first North Carolina Club to become a member.
All the while, S.O.S., contests, invitational weekends, and other events at the beach began to flourish. The second Mid-Winter Shag Meet (still not named) was in January 1985, at where else, Fat Harold's. The late and very much loved Richard Nixon was the D.J.
The Clubs and statewide parties continued to grow and prosper. There was another cruise, and S.O.S. was becoming a bigger and bigger event. No Shagger worthy of the name of the dance would have missed it for anything. Cities all over both North and South Carolina, Florida, Georgia, and Virginia were forming Clubs, and their first order of business was to become a member of the Association. The Association was inducted into the BEACH SHAGGER'S HALL OF FAME in 1986. This little known honor is one of our most distinctive.
The flag was passed from Ken Hudspeth to Phil Sawyer, 3rd Chairman, an office he would hold for three years. Phil designated themes for each of his years as Chairman: The "Year of the Club" 1987; the "Year of the Trip" 1988; and the "Year of the Bold Leap Forward" 1989. In the "Year of the Club," order and structure were stressed and the Winter and Summer Workshops were begun. In the "Year of the Trip," Hawaii became the all-time favorite shag vacation of over 200 Shaggers, and the "Year of the Bold Leap Forward" saw the Association acquire S.O.S. This might be equated to jumping off Grandfather Mountain on a hang glider. During these years Member Clubs increased from 18 to 45.
Bob Wood, then President of the Atlanta Shag Club, immediately became involved with Phil, Larry Taylor, and others in the S.O.S. There was much to do in order to organize and develop a plan for restoring S.O.S. to the place it once occupied. The potential of this fortunate union was too great to allow it to fail, and Bob Wood was one of the first to see this.
Thus, Bob was elected Chairman in 1990 and continued to lead the Association, having been re- elected in 1991 and 1992, until 1993. Under Bob's leadership, the Association grew to unprecedented levels. Workshops, which once attracted forty to fifty participants, now regularly attract well over 200. Serious business related to Association expansion, development, and benevolence, can occupy the most committed people in the Shag World for hours: All the while, serious parties are underway, often just next door.
Table of Contents
Section Title Revision Date 1. Club Bylaws 07/08/2000 2. Newsletter and Fliers 07/08/2000 3. Parties and Events 07108/2000 4. Fundraising Ideas 07/08/2000 5. Increasing Membership 07/08/2000 6. Negotiating with Lounges 07/08/2000 7. Common Problems 07/08/2000 8. A.C.S.C. Requirements partial 05/30/2002 9. A.C.S.C./S.O.S. Structure & Bylaws partial 05/30/2002 10. Misc. Forms, Applications and Info partial 05/30/2002
Note: Blank sheets are included at the end of this manual to provide you with an area for making notes, or keeping ideas you may create or obtain from others.
Please feel free to provide your input for further additions and improvements to this manual. We welcome your ideas.
TOFC (14) Revised 05/30/2002
gifts and such income as may come to the Corporation through the collective efforts of its members. No financial obligation of the Corporation may be incurred by any member or group of members, excepting solely upon the prior written authorization of the Board of Directors, provided that the President may authorize expenditures of one hundred and fifty dollars ($150.00) or less.
Section 3. Contracts. The Board of Directors my authorize, on such terms and conditions as the Board deem necessary, one or more officers or agent of the Corporation, in addition to any officers authorized by these Bylaws, to enter into any contract, or execute and deliver any instrument in the name of, and on behalf of the Corporation.
Section 4. Disbursements. Disbursements of the Corporation's funds or property may be made only to further or facilitate the purposes and aims of the Corporation. All checks, drafts or orders for the payment of money, notes or other evidences of indebtedness made in the name of the Corporation shall be signed by the Treasurer, or Assistant Treasurer, and at least one (1) other officer of the Corporation as shall from time to time be determined by resolution of the Board of Directors. In the absence of any resolution, any such evidence of indebtedness shall be signed by the Treasurer, or an Assistant Treasurer, and countersigned by the President or the Vice President of the Corporation.
Section 5. Deposits. All funds of the Corporation shall be deposited promptly following their receipt to the credit of the Corporation in such federally insured banks, trust companies, or other depositories as the Board of Directors may select.
Section 6. Gifts. The Board of Directors, for and on behalf of the Corporation, may accept or decline to accept gifts, bequests or devised made to the Corporation. If accepted, such gifts shall be used only for Corporation purposes.
Section 7. Corporate Seal. The Board of Directors shall provide a corporate seal which shall be circular in form and shall have inscribed thereon the name of the Corporation, the state of incorporation and the words `Corporate Seal.' The seal shall be stamped or affixed to such documents as may be prescribed by law, custom or the Board of Directors.
Section 8. Books and Records. The Corporation shall maintain accurate and complete books and records of account and minutes of the proceedings of its members, its Board of Directors, and every committee having and exercising any authority of the Board, and shall keep at the Corporation's principal office a list of the names, addresses and anniversary dates of all members entitled to vote. Officers of the Corporation shall keep such book and records as are required for their office, shall make such books and records available to the Board of Directors upon request and shall turn them over to their successors in office when leaving the office they occupy.
All official books and records of the Corporation may be inspected by any member, or his or her authorized agent or attorney-in-fact, for any proper purpose upon prior written
1 - 11 07/08/2000 by him or her in connection with any such claim or liability, provided, however, that no such person shall be indemnified against, or be reimbursed for any expense incurred in connection with, any claim or liability arising out of his or her own willful misconduct or gross negligence.
Section 2. Limitation. The amount paid to any Officer or Director of the Corporation by way of indemnification shall not exceed his or her actual, reasonable, and necessary expenses incurred in connection with the matter involved, and such additional amount as may be fixed by a committee of not less than five (5) persons appointed by the Board of Directors, said persons to be members of but not Officers or Directors of the Corporation, and any determination so made shall be binding on the indemnified Officer or Director.
Section 3. Non-Exclusivity. The right of indemnification hereinabove provided for shall not be exclusive of any rights to which any Director or Officer of the Corporation may otherwise be entitled by law.
ARTICLE VIII COMMITTEES
Section 1. Standing Committees. The Corporation shall have a Nominating and Elections Committee and such other Standing committees as the Board of Directors my direct. The President shall appoint a member to be the chairperson of each Standing committee, such chairperson to appoint such other members to serve on the committee as the chairperson deems appropriate, provided that, the Nominating and Elections Committee shall have not less than seven (7) members, including the chairperson, no more than two (2) of whom may be Directors or Officers of the Corporation.
Section 2. President as Ex Officio Member of Standing Committees. The President shall be an ex officio member of every Standing Committee, excepting solely the Nominating and Elections Committee. The President may delegate the duty to serve ex officio on any Standing Committee to the Vice President.
Section 3. Special Committees. From time to time, the President shall appoint such other ad hoc Special Committees, as may be necessary or desirable, and shall determine the composition and purposes of such Committees.
ARTICLE IX FUNDS, EXPENDITURES, CONTRACT AND CORPORATE MANAGEMENT
Section 1. Fiscal Year. The fiscal year of the Corporation shall be the calendar year beginning as 12:01 a.m. on January 1 of each year and ending at midnight on December 31 of the same year.
Section 2. Income. The Corporation's operating funds shall be raised by annual member's dues as fixed from time to time by the Board of Directors, voluntary contributions and
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(C) At the fourth quarterly meeting of the members, the Nominating and Elections Committee shall present its list of nominations to the members. Thereafter, any member may place in nomination for any office or directorship that name of any other member in good standing, provided that said nominee has consented to his or her nomination. (D)All nominees for Director or Officer, whether nominated by the Nominating and Elections committee or from the floor, must be a member in good standing at the time of their nomination, and must have been a member in good standing for the entire year prior to the year in which they will serve if elected. Nominees for President and Vice President must have served as a Director or Officer for at least one (1) term prior to the year in which they will serve if elected. (E) After the members meeting at which nominations for Directors and Officers have been made, the Secretary of the Corporation will prepare a suitable mail ballot that contains the name of each member nominated by the Nominating and Elections Committee and by the membership at large, the positions for which said nominees were nominated, and detailed instruction on how votes can be cast. Said mail ballot shall be deposited in the U.S. mails no later than November 20 of the year concerned, first class postage prepaid, addressed to the member of the Corporation in good standing at the time of such mailing at the address that appears in the Corporation's records at that time. (F) All ballots received by the Corporation's Secretary prior to December 10 of the year in which they were cast shall be valid, and the Secretary, on or before December 15, shall transmit all valid ballots received to the Nominating and Elections Committee which shall be charged with counting the ballots. The nominee who receives the greatest number of votes for each office shall be certified by the Committee as having been elected to that Office. The five (5) nominees for at-large Directorships who receive the greatest number of votes shall be certified by the Committee as having been elected to those Directorships.
Section 2. Vacancies. Any vacancy occurring during the year in the Officers or Directors of the Corporation shall be filled by election of the Board of Directors, provided that in the event a vacancy occurs in the Presidency, the Vice President shall automatically become President and the Board shall elect a new Vice President. An Officer or Director appointed to fill a vacancy shall serve for the unexpired term of the person replaced.
ARTICLE VII INDEMNIFICATION OF DIRECTORS AND OFFICERS
Section 1. Indemnification. Each Director and Officer of the Corporation now or hereafter serving as such, shall be indemnified by the Corporation against any and all claims and liabilities to which he or she has or shall become subject by reason of serving or having served as such director or officer, or by reason of any action alleged to have been taken, omitted, or neglected by him or her as such director or officer, and the Corporation shall reimburse each such person for all legal expenses reasonable incurred
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Section 4. Duties of Vice President. The Vice President shall have the duty to discharge all of the duties of the President in the event of the President's death, absence, disability, or refusal to act, and when so acting shall act with all of the powers of and be subject to all the restrictions on the President. The Vice President shall also perform such other duties as may be assigned by the President or the Board of Directors.
Section 5. Duties of the Secretary. The Secretary of the Corporation shall have the following powers and duties: to keep the minutes for the meetings of the members and the Board of Directors; to see that all notices are duly given, in accordance with these Bylaws or as required by law; to be custodian of the Corporation's records and the seal of the Corporation; to see that the seal of the Corporation is affixed to all documents duly authorized for execution under seal on behalf of the Corporation; to keep a register of the post office address of each member whose address shall be furnished to the Secretary by the member; and to perform all duties incidental to the office of Secretary and such other duties as may be assigned to the Secretary by the President or the Board of Directories.
Section 6. Duties of the Treasurer. The Treasurer of the Corporation shall have the following powers and duties: to be custodian and take charge of and be responsible for all funds and property of the Corporation; to receive and give receipts for money due and paid to the Corporation from any source whatsoever; to deposit all such monies paid to the Corporation in the name of the Corporation in such banks, trust companies or other depositories as shall be selected in accordance with these Bylaws; to perform all the duties incidental to the office of treasurer and such other duties as may be assigned to the Treasurer by the President or the Board of Directors.
Section 7. Removal. Any officer may be removed by the Board of Directors whenever in its judgment the best interests of the Corporation would be served thereby. In the case of any such removal the Board of Directors shall elect a member to fill the remaining term of the removed officer, except where the President is removed, in which case the Vice President shall become President, and the Board shall elect a new Vice President.
ARTICLE VI ELECTION OF DIRECTORS AND OFFICERS
Section 1. Procedure. Directors and Officers of the Corporation shall be elected by the members of the Corporation as follows: (A)No later than September 15 of each year, the President shall appoint a Nominating and Elections Committee composed of seven (7) members no more than two (2) of whom shall be then members of the Board or Officers. (B) The Nominating and Elections Committee shall meet as necessary and shall prepare a list nominating one member for each of the four (4) offices of the Corporation and one member for each of the three (3) at large Directorships, said list to constitute the Committee's report and the names set forth therein, without further motion, shall be nomination for the respective positions set forth.
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Section 8. Vacancies. Any vacancies occurring in the Directors-at-large of the Board of Directors may be filled by the affirmative vote of a majority of the remaining Directors though less than a quorum. A Director-at-large elected to fill a vacancy shall serve the unexpired term of his or her predecessor in office.
Section 9. Removal. A Director-at-large who, as a member, is suspended or expelled by the board, may be removed from the Board of Directors by the affirmative vote of a majority of the remaining Directors whenever in their judgment the best interests of the Corporation would be served thereby. In the case of any such removal, the remaining Directors by majority vote shall elect a member to fill the remaining term of the removed Director-at-large.
ARTICLE V OFFICERS
Section 1. Number. The officers of the Corporation shall be a President, a Vice President, a Secretary, and a Treasurer, each of whom shall be elected by the members, and shall serve a term of one (1) calendar year ending December 31 of the year in which he or she was elected, provided that an officer shall continue to serve past the end of his or her one year term until his or her successor is elected. An Officer may be nominated for reelection and succeed himself or herself. An Officer must have been a member in good standing of the Corporation for a period of at least one (1) year prior to taking office, and, at all times during their term of office, must remain a member in good standing of the Corporation.
The Board may appoint or elect such other officers of the Corporation as the Board deems necessary or advantageous, such as, without limitation, a Parliamentarian, or one or more Assistant Secretaries, or Assistant Treasures. The duties of all such officers shall be defined by resolution of the Board and such officers shall serve at the pleasure of the Board.
Each officer of the Corporation shall be a member, and no one (1) person shall hold more than one (1) office at the same time.
Section 2. General Duties and Responsibilities of Officers. The officers of the Corporation shall have such powers and shall perform such duties as are set forth in these Bylaws, or as may be specified from time to time by the Board of Directors. Each officer shall have the duty to preserve and to transmit to his or her successor all records, documents and other papers received in the course of the Corporation's business.
Section 3. Duties of the President. The President shall be the principal executive officer of the Corporation, and shall preside at all meetings of the members and of the Board of Directors at which he or she is present. The President shall also have and exercise general supervision over the affairs of the Corporation, and shall also have and perform such other duties as custom, parliamentary usage, or the Board may prescribe.
1-7 07/08/2000 meeting and the particular questions for which they have been prepared and in no event shall be valid for more than three (3) months from its date of execution.
ARTICLE IV BOARD OF DIRECTORS
Section 1. General Powers. The business and affairs of the Corporation shall be managed by its Board of Directors.
Section 2. Number, Tenure and Qualifications. The Corporation shall have nine (7) Directors consisting of the Corporation's President, Vice President, Secretary, Treasurer, and three (3) Directors-at-large. Directors-at-large shall be elected by the members as provided hereinafter for a term of one (1) calendar year ending December 31 of the year in which he or she was elected, provided that a Director -at-large shall continue to serve past the end of his or her one-year term until his or her successor is elected. A Director at-large may be nominated for re-election and succeed himself or herself. A Director at-large must have been a member in good standing of the Corporation for a period of at least one (1) year prior to taking office, and, at all times during their term of office, must remain a member in good standing of the Corporation.
Section 3. Regular Meetings. A regular meeting of the Corporation's Board of Directors shall be held, without notice other than this Bylaw, immediately after and at same place as the annual meeting of the Corporation's members. The Board of Directors may provide, by resolution, the time and place for holding additional regular meetings without other notice than such resolution.
Section 4. Special Meetings. Special meetings of the corporation's Board of Directors may be called by or at the request of the Corporation's President, or at the call of not less than two (2) Directors, and shall be held at the Corporation's principal office or at such other place as the Directors may determine.
Section 5. Notice. Notice of any special meeting shall be given at least forty-eight (48) hours before the time fixed for the meeting, written notice delivered personally, by telephone, or by mail. If mailed, said notice shall be deemed to have been duly given only if mailed first class not less than four (4) days prior to said meeting.
Section 6. Quorum. A majority of the number of Directors fixed by these Bylaws shall constitute a quorum for the transaction of business at any meeting of the Board of Directors, but if less than such majority is present at a meeting, a majority of the Directors present may adjourn the meeting from time to time without further notice.
Section 7. Board Decisions. The act of the majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors, unless a greater number is required by law or by these Bylaws.
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ARTICLE III MEETINGS OF MEMBERS
Section 1. Annual and Periodic Meetings. The members shall meet quarterly in open meetings to transact such business as may come before the membership. The first of such meetings shall be held during the month of January and shall be the annual meeting of the members at which new Directors and new Officers are elected and installed. At each meeting the date for the next meeting shall be determined and such date shall be published in the Corporation's Newsletter.
Section 2. Special Meetings. Special meetings of the members may be called by the Corporation's President, the Board of Directors, or by written petition of at least ten percent (10%) of the Corporation's members in good standing.
Section 3. Notice of Meetings. Notice of any regular meeting of the Corporation's members shall be deemed given by the publication of the date of the meeting in the Corporation's Newsletter mailed to all members in good standing at their mailing address as it appears on the records of the Corporation as of the date of mailing, provided that said Newsletter is deposited in the U.S. mails, postage prepaid, not less than ten (10) days prior to the date of the meeting. In the case of any special meeting of members called, or required by statute or these Bylaws, the notice of such meeting shall state the purpose (s) of the meeting and shall be delivered to the Corporation's members entitled to vote at said meeting either personally, by telephone, or by mail not less than ten (10) days prior to the date of said meeting. If mailed, the notice of the meeting shall be deemed to have been given to the member on the date that the notice is deposited in the U.S. mail, addressed to the member at his or her mailing address as it appears on the records of the Corporation, first class postage prepaid.
Section 4. Quorum. Members totaling five percent (5%) of the members in good standing of the Corporation as of the date of the meeting shall constitute a quorum for any meeting of the members.
Section 5. Motions Tabled. Any motion brought before the meeting of the membership may be tabled until the next membership meeting by the affirmative vote of a majority of the members present or upon the recommendation of the Board of Directors.
Section 6. Rules of Procedure. "Roberts Rules of Order" shall determine parliamentary procedure and practice in all cases to which they apply, excepting solely where inconsistent with the Corporation's Bylaws or the laws of the State of NAME OF STATE.
Section 7. Proxies. Provided that members have been timely notified of the questions to be decided at an upcoming meeting, members who are unable to be personally present at that meeting may vote by proxy properly executed in writing by the member, or by his or her duly authorized attorney-in-fact. Any such proxy shall be valid only for the particular
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Section 6. Membership Renewal and Automatic Termination. (A)Membership Renewal. Persons who are members in good standing of the Corporation as of last day of the year of their membership may reapply for membership in the Corporation for the next twelve (12) months by filing with the Corporation's Secretary, no later than thirty (30) days following their anniversary date, an application for renewal membership together with payment of the annual membership dues for the new year. Upon the timely receipt of such application and dues by secretary, said member shall, without other or further action, be a member of the Corporation for the ensuing year. (B) Automatic Termination. The membership of any member of the Corporation, who fails to renew his or her membership in the Corporation, as provided above, shall be automatically terminated. (C) Reinstatement. A former member whose membership has automatically terminated for non-payment of dues, will be reinstated effective upon his or her delivery to the Secretary of the Corporation of a completed application for membership in the Corporation, together with payment of the annual membership dues. Such a reinstated former member, for purposes of serving as an Officer or director of the Corporation, shall be considered to be a new member.
Section 7. Disciplinary Action. (A) Censure, Suspension, or Expulsion. A member may be censured, suspended or expelled from membership in the Corporation for good cause. For purposes of this Section, "good cause" shall include, without limitations, the following behavior at Corporation dances, functions or meetings or at the dances, functions or meetings of any other affiliated dance Club: assaultive behavior against any person; disorderly conduct tending to promote a breach of the peace; open and notorious illegal or grossly immoral public conduct; and any other personal conduct adverse to the best interests and purposes of the Corporation. (B) Required Hearing on Complaint. A member may be censured, expelled, or his or her membership rights in the Corporation may be suspended for a period of not more than two (2) months only by the affirmative vote of not less than two-thirds (2/3) of the members of the Board of Directors present, with at least three (3) Board Members voting for said censure or suspension, provided that: (i) the member concerned is given written notice, at least two (2) weeks prior to the Board meeting at which the complaint is considered, that a complaint has been filed with the Board of Directors, said notice to explain the general nature of the complaint; and (ii) the member concerned is given an opportunity to appear before the Board of Directors to confront his or her accuser and to present witnesses and otherwise respond to said complaint. (C) Reinstatement. A member who has been expelled from membership in the Corporation may reapply for membership in the Corporation at any time after twelve (12) calendar months following the date he or she was expelled.
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BYLAWS INSERT NAME OF CLUB
ARTICLE I PREAMBLE
Section 1. Name. The name of the corporation is insert Name of Club
Section 2. Principal Office. The principal office of the corporation is at insert address of club or attorney's office. The corporation may also have such other offices within or without the state of insert name of state as the Corporation's Board of Directors may determine from time to time.
Section 3. Purposes. The business and purpose of the Corporation shall be: to promote and preserve the heritage of beach music and shag dancing; to educate and teach others the art of shag dancing; to provide its members and guest with dance opportunities; to inform its members of beach music and shag dancing activities.
Section 4. Governing Body. The Corporation shall be governed by a Board of Directors as further provided and defined in these Bylaws.
ARTICLE II MEMBERS
Section 1. Classes of Members. The members of the Corporation shall be one undivided class. Any member of an A.C.S.C. club will be granted the same social privileges as the Corporation members.
Section 2. Voting Rights. Each member of the Corporation in good standing as of the date and time of any vote shall be entitled to one vote on each matter submitted for a vote to the members.
Section 3. Election of Members. Any person may become a member of the Corporation by submitting a written and signed application on a form approved by the Board, together with payment of first year's membership dues, to the Corporation's secretary. Applicants shall be considered members of the Corporation for one full calendar year from the date of application.
Section 4. Annual Dues. From time to time, the board shall determine the amount of annual dues for membership in the corporation.
Section 5. Membership Certificates or Cards. The Board of Directors shall provide for the issuance of certificates and/or cards evidencing membership in the Corporation in such form as may be determined by the Board.
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Section Notes
The A.C.S.C. requires that Full Member shag clubs have bylaws. The following pages include a sample set. But, there is no intention to mandate that this exact set be used by clubs. The purpose of this sample is to provide new clubs with an example, and to provide existing clubs with ideas that might be used to upgrade or improve their existing document.
The A.C.S.C. recently conducted a review of the many Bylaws of its Full Member Clubs. Numerous problems were noted. Some of the most common are listed below:
• The A.C.S.C. Bylaws state that Full Membership is "open to any shag or dance club with duly elected officers, membership dues, regularly scheduled meetings, and a written charter or Bylaws that explicitly state the purpose of the club is the promotion and preservation of shag dancing and beach music." This is not the case in all Bylaws. If a club's purpose is something else, they should be a Subscriber Member, if a member at all.
• A quorum is not always defined in the Bylaws.
• Listing of committees is optional, but a process for establishing committees should be included.
• There should be a process described in the Bylaws for filling a vacancy on the Board.
• There should be a process to remove someone from office that is not performing responsibilities or other reasons as outlined in the Bylaws.
• There should be a process defined for new membership, and a process to remove someone from membership for reasons as outlined in the Bylaws.
• If the club has an Executive Committee, or a Board, their responsibilities should be defined including any limitations.
• Rules of procedure should be defined such as "Roberts Rules of Order" or any other recognized standard.
• To incorporate as a non-profit club, one must have a definite purpose and should be careful with the wording as it relates to socializing. A "C-3" rating is the most desirable non-profit tax exempt status. To receive that, one should emphasize education.
1-2 07/08/2000 notice during regular business hours. All request to inspect the Corporation's book and records shall be made in writing and delivered to the Corporation's Secretary.
Section 9. Verification of Financial Records., The Treasurer, or, if applicable, an Assistant Treasurer, shall make available to the Board of Directors, or its agent, all books and financial records of the Corporation for such periodic audits and verifications as the Board may determine. Whenever a Treasurer leaves his or her office, an audit committee, consisting of at least three (3) members who are not Directors or Officers of the Corporation appointed by the President from the general membership, shall perform an independent audit of the Corporation's financial books and records and file a written report of their findings with the Board.
ARTICLE X WAIVER OF NOTICE
Whenever any notice is required to be given to any member or Director of the Corporation under the provisions of these Bylaws, or under the provisions of the Corporation's Articles of Incorporation, or by operation of law, a waiver thereof in writing, signed by the person entitled to such notice, whether given before or after the time stated therein, shall be deemed equivalent to the giving of the required notice.
ARTICLE XI AMENDMENTS
The Corporation's Board of Directors may amend, rescind, repeal or alter these Bylaws, and adopt new Bylaws from time to time, provided, however, that no such amendment or addition shall be of any force and effect unless and until it is submitted to the members at their next regular meeting, or at a special meeting called for the express purpose of amending, rescinding, or repealing or altering the Corporation's Bylaws, and approved by a majority of those members present.
1 - 12 07/08/2000
Section Notes
There are separate headers within this section for Newsletters, Flyers and Bulk Mail to help you with several types of documents and mailing options.
Newsletters
A newsletter is a communications media for members as well as non-members and an advertisement for the shag club to all readers.
Content
Your newsletter can one of the single most important parts of your club. It is how you keep your members informed, and interested in the club and its activities. Event recaps, current events, future events, interesting things, fun things, committee opportunities and other ways to be involved are all good. Shag lessons, committee chairs' and Board Members' names and phone numbers (and email addresses), membership and party application forms, members' birthdays and other significant personal announcements are also appropriate. You may or may not want to print the club's financial information, since you are probably mailing to other clubs or non-members.
Frequency
Try to keep your members informed and enlightened, but not over-burdened by just more paper. The newsletter can also serve as a reminder for upcoming meetings. If you have a limited treasury, it is important to consider the printing and mailing costs of the newsletter when establishing a publication schedule.
Editor
The Editor needs to be someone with a commitment to do the job, writing talent, free time, organizing skills, and a computer. Access to a copier or a print shop is a must. Here are a few points:
• Spelling And Grammar: Double check it. This is what the shag world sees about your club.
• Keep it positive. Do not publicly scold or embarrass someone even if they deserve it. If you absolutely have to address a negative issue, address it in person, to the group. The newsletter (to reinforce a point) is your club's face to the world, both inside the shag world and also for potential new members.
• Give credit to authors (even yourself). Don't assume that because you are editor, folks will know you wrote it if you don't put your name on it. If you use material from other shag clubs (or from anywhere, for that matter), be sure to cite your source! Not only is it polite and ethical, it's also legal.
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Newsletters And Flyers
2-1 07/08/2000 • Make the print large enough for reading by the over-40 crowd. • Solicit articles and ideas from the membership. • Don't waste space and therefore $$$. • Use humor and fun to keep it light, entertaining, and motivating. • Set a deadline for submissions that is workable for you. • If someone submits a piece, use it. Don't turn down material unless it is negative or not in the best interest of the club.
• Think big. It's in print. It's everywhere. • Staples get caught in the postal department machinery. Don't use them to fasten shut your newsletter. Fasten it closed with an adhesive "dot" (available at office supply stores) or a piece of tape.
• Different weight paper is available for copying the newsletter. You can mail 5 (or 6) pages of normal weight paper for a standard one ounce stamp (currently 33 cents). Six or more pages will cost you more. Whatever you use, be sure to check your paper's weight so you will know your limits now and in the future.
• If you want to include pictures (and everyone loves them in a newsletter), tape the pictures to paper or use the DryLine rollers with the repositional adhesive. (These look like the Dryline liquid paper dispensers.) Have Kinko's (or similar place) make a camera-ready copy for you. This does not cost too much. Then photocopy the page(s). You will get the gray shades that make a picture usable in a newsletter format. You can also copy them directly. But in either case, to make the photos look good, the copier must be able to reproduce "gray scales", not just black and white. (Only more expensive machines have this capability.)
• If you have the capability, using a scanner or digital images may make the process easier to format and print the initial copy.
• Make sure the month and year are on the newsletter (or months and year if you do it bi-monthly) or the quarter and year if you do it quarterly. This is very important to you, and to the other clubs who make their mail available to club members during club meetings. The dates help determine what is "current".
• Make sure the name of the town where your shag club "lives" is on the newsletter. Include a mailing address and contact phone number and/or email address for the club, your officers and committee chairpeople.
2-3 07/08/2000 Holding A Fundraising Party For Charity
Start planning your event well in advance. A year is a good starting point. Have monthly meetings and updates.
The first thing you need is dynamic chairpeople. Decide who is best to do different jobs. Use the expertise of the members when making selections. If your club is small, consider going in with another club in the area. This will give you a larger area to draw from.
Once your chairpeople are selected, check your event date against other events and make sure there are no big conflicts. Two day events are a lot of fun, and draw a big crowd. But they are also more expensive to host. A one day event is usually best. When you make the decision of how long your event will be, consider the cost of the facility, motel rooms, food, availability of pools or other entertainment, free pours, etc. Compare all the extra costs against the expected gain in donations and income.
Schedule your DJ's well in advance. They will make your party. Use club DJ's and big name DJ's. To save money, you may have members house them instead of providing motel rooms.
Promote your event! Once you have plans in place, contact your local Chamber of Commerce and Visitors Convention Bureau or similar organizations. It is their job to work with you to bring income into the area. Let them help you work with motels to get the best room rates, and to get the best rates at other facilities you may need. They will also mail your flyers or information to their membership, usually two or three times.
When negotiating with motels, try to get ballrooms and hospitality suites free as part of the overall deal.
Promote your event! Start visiting area clubs. Make "bus trips" with your members to other club. Hand out lots of flyers. Talk it up. Consider dividing your club into several groups and visit different clubs within a 50-100 mile radius. Advertise on the web, and other publications. Send clean copies on white paper to all A.C.S.C. clubs.
The Chamber or Visitors Bureau might be able to provide you with air line tickets or other items of value that can be used for raffles. Sell chances as part of a raffle or reverse raffle. You can sell tickets for a low price on a valuable item if you sell enough to cover cost and make a nice profit. Make sure that your prize is big enough to entice a large number of people to buy tickets, but small enough that you will make a nice profit at the number of tickets you expect to sell. Keep good records of money and tickets. Have the chairperson call the salesmen regularly. Get tickets back from those who are not selling many and put them into the hands of those who are.
Smaller "raffle" items are another good way to raise money during an event. Secure 15 or 20 prizes and sell chances cheaply. When you have the drawing, post the results and have
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Section Notes
The purpose of this section is to provide clubs with ideas of how to raise funds for their club, and how to go about putting on a charity fundraising event.
Fundraising
Choosing A Charity To Support
Get input from your members, Then choose one that is recognizable in the community and one that most people will feel good supporting.
Possible Methods
Hold a raffle. Raffle off a large item such as a jukebox, a large screen TV, a cruise, or a weekend get away. This can be done as a special project, or as a part of a meeting or special event.
Silent auctions are a great way to raise money if you have auction items of good quality. Jewelry, pottery, pictures, autographed items, tickets, and other things make good auction items. Again, this can be done as a special event, or part of a meeting or party.
Have a golf tournament. Most golf courses will give discounted greens and cart fees to help raise money. A large number of people play golf, both members and non-members. This can help get members of your community involved.
Have a garage sale. Most everyone has some excess "junk" in their garage or basement. A garage sale is an inexpensive way to raise funds since all of your club members need to clean out their houses, and probably won't mind donating most of the items. You can hold this sale at a home, a shopping center, downtown, or any other suitable location.
If you have Harley Davidson owners in your club, have them organize a "poker run". This will also encourage others in your community to get involved in your event.
Don't forget to obtain any special permits that you may need for some of these methods. Soliciting Funds For A Charitable Cause
Soliciting is the hardest way to raise money. But, asking for money for charity can be good for both parties. You get the funds you are trying to raise, and they can get a lot of advertising by showing their support. Have a member of your club who is involved in local business and has a lot of contacts approach firms or individuals to ask for donations. Remember to list the names of sponsors on any flyers or advertisements that are distributed. Don't forget to confirm pledge amounts and send a written letter of appreciation to anyone making a significant contribution.
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Fundraising Ideas
4-1 07/08/2000 the DJ tell guests where the results are posted. Above all, do not stop your event to try to award a large number of prizes.
A 50/50 or "split the pot" works well. Sell tickets during the event, but not where you do registration or sell any items. You have to keep the money and tickets separate from other operations. It is best to have people working the floor and trying to sell as many as possible to all the guests.
Raffles work well, but remember to have some tickets left to sell prior to the start of the drawing. This is often when people are most willing to buy them.
When selling tickets to your event, discount them early and raise rates as you get closer to the event. A $10 - $20 price is good for a one day event. $25 - $40 is good for a two or three day event. If you have a multi-day event, you may want to sell one day passes.
Whatever your price, you have to "give" something back to make the ticket holder feel good. A buffet, finger food, free pour or other is always good. One way to save money is to ask your members to bring a food item to support the event. Food for large events will need to be catered. If possible, find someone who will charge you based on the number of guests, and who can be flexible on amount of food they can provide. Remember, your door charge will have to include the price of the food.
The section of this manual on Parties and Events has much more information about how to put on an event.
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Increasing Membership
5-1 07/08/2000
Section Notes
The purpose of this section is to offer ideas on how to build club membership. Most clubs will experience a loss of members at renewal time. So, it is important to continue to build membership throughout the year so your club can grow and prosper.
Remember, having a lot of names on a roster does not mean that you have a viable club. Look for potential members who are genuinely interested in helping your club prosper.
Increasing Membership
Possible Ideas
1. Offer shag lessons. This is the number one method of gaining new members. Consider giving free, or nearly free "beginner" level lessons. You may want to link up with the local recreation department or community college to offer shag dance lessons.
2. Contact area shag instructors and invite all of their participants to join your club.
3. Utilize a meeting facility that presently caters to "beach music".
4. Offer 1/2 price admission on nights when shag club is meeting.
5. Try to stimulate attendance/new members by offering door prizes and 50/50 raffles.
6. Have a special "reunion" party/meeting to entice past members to return and rejoin.
7. Get involved with the local Chamber of Commerce and other organizations and volunteer to provide "demonstrations" at some of their events.
8. At re-up time, send invoices/reminders to those that have not rejoined.
9. Get new members involved. Make them feel welcome at events. Many times new members volunteer and are not utilized. They may be shy to begin with, so make them comfortable.
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Negotiating With Lounges
6 - 1 07/08/2000 Section Notes
One of the biggest problems facing many shag clubs is finding a good place to meet and dance. This section is designed to help give you some ideas on locating a facility.
Negotiating With Lounges Local lounges are usually the best choice for your club's meetings, regular beach nights or dances if they have a dance floor. I have seen some that don't have dance floors bring them in for shag groups.
Look for a place that is safe, with no bad neighborhoods or dark parking lots.
If you find a lounge where your club would like to meet, you have to show them that you will make money for the facility. This is the fun part. If you are looking at a place where the business is booming every night, you may have a big problem. You will have to work your way in slowly by taking whatever night they will offer. You may even have to accept certain hours during a certain night. If this is the place you want to be, then take what you can get and work your way into a better night or time. Remember, this can only happen if you have a really good turn out. Tips that will help you secure a place:
1. Offer to have someone teach shag lessons. This has always been a big plus. 2. Offer to pay for a DJ to play your music. This is a plus because that will save the lounge money right off the bat. If that does not work or you can't afford to pay a DJ, see if they will let you bring in your tapes or CDs and have the house DJ play them. 3. Make sure you take care of the bartenders. Make them happy to see you. They have a lot to say about what happens in a bar! 4. Drink, drink, drink, and I don't mean water! If the lounge doesn't make money, you will not be there long. 5. Learn never to be a snobby group in a public bar. The regulars and bar flies can make life miserable. But, if they like you, they can help you. 6. Work with the lounge to suggest special promotions like discounted drinks, or free munchies. Then help them advertise what the lounge is offering. 7. Recognize that your club President may not be the best person to negotiate on behalf or your club. There may be someone in your club who is good at this type of thing, or who knows the lounge owner or manager.
Remember every club owner is different and you have to approach them differently. Never demand anything from them, and make a big fuss over anything they do for you. It always helps to plug the lounge in your newsletter, and make sure they get a copy of it.
You can run into a wall with any lounge. If that happens, look for another. If one isn't available, most civic organizations have club houses that they will rent out to you for a very reasonable price. Talk to them and see what they have to offer. If there is nothing there, then consider building your own club house. If you can't do that, then meet every Saturday night at your club President's house. Soon, he will find you a place to meet!
6-2 07/08/2000
Section Notes
There are a multitude of problems that effect most every club from time to time. This section is dedicated to listing these types of problems (generally not covered as major sections of this manual) and some of the possible solutions. It is our hope that this section will include many more problems and possible solutions in the future.
Common Problems And Solutions
Problem: Lack of participation of club members. Solutions: Elect Board members that will promote the interests of the club. Make sure the President and committee chair people delegate duties to others. Ensure new members become involved in club committees. You may want to require signing up for a committee(s) as part of your club application. Use a calling committee to inform members of activities. If you have long distance calls, split them up among members and reimburse the cost from club funds. A "PhoneTree" machine is an excellent investment. This insures every member gets the same message, and they are all delivered in a short amount of time! Consider offering free parties occasionally as a "reward" to club members.
Problem: Lack of organization or authority, particularly during club meetings. Solutions: Ensure all officers have a current copy of your club's Bylaws, and appoint a Parliamentarian to help you adhere to "Robert’s Rules Of Order".
Problem: Lack of a sufficient number of new members: Solutions: Offer shag lessons, and use different methods of advertising. Have a "Welcoming Committee" to greet members and prospective members at club functions, beach nights, and parties. Post complimentary newsletters or flyers about your club at public locations, Post Offices, company bulletin boards, and within the lounges you frequent. Put them anywhere that might be seen by the public.
Problem: Lack of attendance at club parties.. Solutions: Promote the event with flyers and newsletters. Use free advertising options, the radio, web sites, etc. Visit other shag clubs and build a reputation for mutual support of events. Use your web site, e-mail, and other resources to communicate events to your members. Time the distribution of your newsletter to "remind" people of upcoming events. Use different DJ's from different areas. This encourages people to come possibly hear some different songs or a different style of music.
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Common Problems
7_ 1 07/08/2000
Problem: Lack of sufficient funds in your treasury. Solutions: Hold a fundraiser or a raffle. Put on a good party, at a good value.
Problem: How to promote club activities and provide information. Solutions: Establish a 24 hour hotline phone number. Buy a "Phone Tree" machine for your club. (See also sections on newsletters, flyers, parties, events, etc.)
Problem: How to deal with a major conflict, member fight, or other problem that may not be addressed in your bylaws. Solution: Establish a Grievance Committee to handle most issues. Let their work be outside of club meetings, so you don't bog down club meetings with negative issues. Allow them to make final decisions on most issues. They need only make "recommendations" on major issues such as those that may result in revocation of membership, or removal from office.
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ASSOCIATION OF CAROLINA SHAG CLUBS WINTER AND SUMMER WORKSHOP GUIDELINES Workshop bids are announced and presented at the SUMMER WORKSHOP meetings. After presentation, the Board of Advisors (Member Clubs) will vote and award the bids.
REQUIRED WEEKEND DATE Winter Workshop = 4th weekend in February Summer Workshop = 2nd weekend in July The Board of Advisors voted these specific weekends at the 1992 Summer Workshop Meeting. They were reaffirmed in 1998. PRESENTATIONS: Should run no more than 5 50 10 minutes per presenting club. ITEMS TO COVER: DESCRIBE Hotel/Motel accommodations, room price for meeting facility, party room facility, and dance floor space. Party Ticket Prices: What does participant get for their money (i.e. food, liquor, etc.)? SPONSORING CLUB IS EXPECTED TO: 1. Provide lunch for the attendees. The ACSC will reimburse the SPONSOR CLUB for up to 3 attendees from each ACSC member club. The SPONSOR CLUB should charge all individuals for the appropriate amount necessary to cover their costs. 2. Provide adequate space for the meeting and dancing.
• Remember There are over 100 ACSC Member Clubs. They are all encouraged to have at least 3 attendees at the meeting. That means that there will usually be at least 300 people attending the weekend event. In addition, those attending often have spouses or significant others who will also attend.
THE SPONSORING CLUB SHOULD: 1. Check with the ACSC Chairman to establish meeting time; usually Saturday at 10:00 A M 2. Distribute REGISTRATION FORMS (FLYER) to all ACSC member clubs well in advance of the scheduled meeting date. These can be distributed at a prior ACSC meeting and/or can be mailed to each individual club. Be sure to include: • Meeting dates and Meeting time • Hotel reservation information: rates, phone number and directions to the hotel and any other facility used during the weekend • Notice of special events, DJ's, etc.... make your flyer interesting. • Request all clubs to notify you of the number of attendees from their club and to register each of those individuals in advance. • Be sure to have CONTACT NAME & PHONE NUMBER for any questions.
SPONSOR CLUB REPORTING REQUIREMENTS TO THE ACSC BOARD The SPONSOR CLUB will provide to the ACSC BOARD an EXPENSES REIMBURSEMENT FORM. The ACSC can make payment directly to the facility providing the lunch. Have the facility prepare an invoice for the ACSC. The form includes space to provide the following information: Sponsor Club Name, Workshop date, Workshop location, number of people eating lunch, cost per person, and the total amount to be reimbursed.
The ACSC will reimburse the SPONSOR CLUB $10.00 per participant for up to 3 attendees per club for the meeting luncheon. Be sure to charge the attending clubs or individuals over the 3 participant limit for your clubs actual costs.
8-7 Revised 07/06/2007
District 3 District 4
Badin Shores Shaggers Camden Lugoff Shag Club Boone Shag Club Carolina Shag Club Boppers Shag Club Chester Shag Club Brushy Mountain Shag Club Choo Choo Shag Club Charlotte Shag Club Columbia Shag Club Gaston Shaggers Electric City Shag Club Lake Hickory Shag Club Florence Shag Club Lake Norman Shag Club Greenwood Shag Club Monroe Shag Club Hartsville Shag Club Mountain Empire Shag Society Lake Wylie Shag Club Mountain Shag Club Lancaster Shag Club Music City Shag Club Palmetto Shag Club Pee Dee Shag Club R & B Shag Club Rutherford County Shag Club Rock Hill Shag Club Sandy Beach Shag Club ShagAtlanta Seven Hills Shaggers Tri-City Shag Club Shelby Shag Club Upstate Shag Club Smokey Mountain Shaggers York Shag Club Statesville Shag Club Twisters Shag Club
District 5
Beach Shaggers of Birmingham Beaufort Shag Club Charleston Shag Club C.S.R.A. Daytona Beach Shag Club First Coast Shag Club Golden Isle Shag Club Hilton Head Island Shag Club Islander Shag Club O.D. Shag Club Orangeburg Shag Club Savannah Shag Club South Strand Shag Club Sumter Shag Club Sun Coast Shag Club Tampa Bay Beach Boppers
8-6 Revised 02-20-2006
Year of District Year of Vote Workshop Eligible Workshop
2004 Winter 4 2006 2004 Summer 2 2006 5 2005 Winter 3 2007 2005 Summer 2007
2006 Winter 1 2008 2006 Summer 4 2008 2 2007 Winter 5 2009 2007 Summer 2009
District Roster
District 1 District 2 Atlantic Beach Shag Club Beckley Area Shag Club Boogie On The Bay Shag Club Burlington Shag Club Cape Fear Shag Club Carolina Shaggers Charleston Area Shag Club Capital Area Shag Club Chatham Area Shag Club Causeway Shag Club Danville Shag Club Colonial Shag Club Greater Triad Shag Club Delaware Valley Shag Club High Rock Shaggers Eastern NC Shag Club Lake Tillery Shag Club Eno Beach Shag Club Marion County Shag Club Fayetteville Area Shag Club Mid Ohio Valley Shag Club Hamett Area Shag Club Moore Area Shag Club Johnston County Shag Club Piedmont Shag Club Lynchburg Shag Club Pittsburgh Area Jitterbug Club Northern Virginia Shag Club Roanoke Valley Shag Club Salisbury Shag Club Outer Banks Shag Club Sandhills Shag Club Raleigh Shag Club Sandford Area Shag Club Richmond Shag Club Steppin' Out Shaggin' River City Shag Club Winston-Salem Shag Club Rocky Mount Area Shag Club Society of Brunswick Shaggers Steel City Boogie Club Sugar Foot Shag Club Twin Rivers Shag Club Virginia Beach Shag Club
Wilson Area Shag Club
8-5 Revised 03-21-2007
Winter and Summer Workshop Guidelines
Considerations
• Provide lunch for the attendees. • Provide adequate space for the meeting (and the party). Required Dates • Winter Workshop = 4th weekend in February • Summer Workshop = 2nd weekend in July Meeting Food Expenses
The A.C.S.C. will reimburse up to $10.00 per meeting attendee, with a maximum of three representatives per club. The A.C.S.C. can make payment directly to the facility or caterer providing the food. For more details, see page 8 - 7.
Selection of Hosts
Full Member shag clubs are encouraged to announce their intention to bid on upcoming workshops early in the year, preferably at the Winter Workshop. Actual presentations and voting will occur at the Summer Workshop meetings. Generally, each club's presentation should be no more than 5 to 10 minutes in length. After presentations, the Board of Advisors (Member Clubs) will vote and award the bids.
411 the shag dubs have been assigned a district. Any club or group of dubs that reside in the same district may bid to host a workshop when that district is eligible to bid. (See district schedule and assignments below.) However, no club or group of clubs may host the A.C.S.C. Workshop for two consecutive meetings within their district.
Year of District Year of Vote Workshop Eligible Workshop
2000 Winter 5 2002 2000 Summer 3 2002
2001 Winter 1 2003 2001 Summer 4 2003
2002 Winter 2 2004 2002 Summer 5 2004
2003 Winter 3 2005 2003 Summer 1 2005
8-4 Revised 01/04/2007 representative and a representative of the applying club must be present on the day the applying club is voted upon.
• Voting for membership shall be by secret ballot by the Board of Advisors. A two thirds affirmative vote by the Board of Advisors present shall be necessary for acceptance.
• Each new club accepted for membership will be considered an Associate Member with no voting rights and with no monetary compensations or benefits from the Association for a period of one year. An Associate Member becomes a Full Member after one year if all dues have been paid, and they have met the attendance requirements.
Dues (Bylaws)
• The Board of Advisors shall establish dues. • Dues notices will be sent out to member clubs by December 31st. • Dues are payable by January 31st. • Member clubs who are more than 60 days delinquent will have voting, and other privileges deferred until dues are paid. Member clubs more than 90 days delinquent will be presented to the Board of Advisors at the next general membership meeting for review and possible revocation of membership. • Dues for Full Members are currently $50.00 annually
Maintaining Membership (Bylaws)
• Pay dues by January 31st • Have at least one representative at the Winter Workshop, Summer Workshop, and at least one other regularly scheduled meeting during the calendar year
Failure to attend the required meetings will result in being placed on probation for a period of one year during which time the club shall have no voting rights, and shall receive no monetary compensations from the Association. If the club fails to meet membership requirements during that period, it will be dropped from membership in the Association.
"Forgiveness" may be granted for meeting absence if cause is submitted in writing (prior to the meeting, except in emergency situations) to the Chairman, and approved by the Board of Advisors.
Any club having membership revoked may reapply after ninety (90) days
Voting During A.C.S.C. Meetings
Each Full Member Club not on probation or Associate status is entitled to one (1) vote per club on those issues requiring a vote.
8-3 07/08/2000
Section Notes
This section is designed to help you adhere to A.C.S.C. requirements, and how to do many of the things that will be discussed or carried out during the year. Parts of this section include text taken directly from the A.C.S.C. Bylaws or other forms and documents which are included in another section of this manual.
A.C.S.C. Requirements, Policies & Procedures
Membership in the A.C.S.C., (Source: A.C.S.C. Bylaws)
Membership Classifications
• Full Member---A club entitled to all rights and privileges within the Association.
• Associate Member---A club that has been accepted for membership, but has not yet met the qualifications to become a Full Member, or does not desire to become a Full Member. Associate Members shall have no voting rights, and shall receive no direct monetary compensation from the Association.
• Subscriber Member---A membership status that is designed solely for the sharing of information. Subscriber Members shall have no voting rights, and shall receive no direct monetary compensations from the Association.
Requirements
• Full Membership in the Association is open to any shag or dance club with duly elected officers, membership dues, regularly scheduled meetings, and a written charter or bylaws that explicitly state that the purpose of the club is the promotion and preservation of shag dancing and beach music.
Shag or dance clubs which seek membership shall have been in existence for six (6) months before submitting application for membership.
• Application form submission: Mail to the A.C.S.C. Secretary. You must include a check for applicable dues and a copy of the club charter or bylaws
Acceptance Process
• The Board of Advisors shall appoint a sponsor club, located as close as possible to the applying club, to send one or more of its members to attend a function of the applying club. The Association will reimburse the sponsor for reasonable expenses for travel, meals, and lodging.
• Applying clubs shall be voted upon at the next regularly scheduled meeting of the Association after these requirements have been met. The sponsor club's
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A.C.S.C. Requirements
8 - 1 07/08/2000 Shagging Icon Award Requirements
• The nominee must have a minimum of a five-year history in the shag community.
• A Nomination form must be completed by a current President of a Full Member, A.C.S.C. Shag Club.
• The person submitting the nomination shall detail and must sign, on a separate sheet of paper, significant contributions the nominee has made within the local shag club and other reasons why they think the person is worthy of this award.
• There must be three (3) seconds from any members of any Full Member, A.C.S.C. Shag Clubs (They don't have to be officers, and they can/should be from the same club.) Each second must also fill out and sign a separate sheet describing his or her own reasons why the person is worthy of this award.
• The nomination must be received by November 1st of the current year.
A.C.S.C. President's Pin
Requirements
• A person must have served one (1) full year term as President of their local, Full Member A.C.S.C. shag club.
• Complete the form and submit one copy to the A.C.S.C. Secretary and one copy to the A.C.S.C Past President's Chairman.
8-8 Revised 01-06-2006 A.C.S.C / S.O.S. Structure & Bylaws
9 - 1 07/08/2000
Section Notes
Years ago it seemed that no one could easily explain how our groups were organized, how the officers and Board were arranged, how we made money, etc. Now we have some charts and other information to help provide explanations.
The Bylaws of both groups were also in need of revision and reformatting. This has now been done, and the dating of those documents (as well as sections and pages within this manual) now provides readers with a clear indication of whether or not they have the most recent versions of these documents.
Look at the charts, and also the A.C.S.C. and S.O.S. Bylaws in this section and it will give you a better understanding. It should also help explain your club's role in the two organizations.
You should notice that in one of the charts S.O.S. is referred to as the "company" that makes our money and provides the funds for the A.C.S.C. Keep in mind that it is in your best interest for S.O.S. to prosper and grow, and make sure you and your club take an active role in supporting that goal.
Everyone can make a difference! What will you do to help make us better and stronger?
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