Originally typed by Bill Hayden, 1991
Adopted January 16, 1991
Amended Oct. 2006
Edited and amendments added by Bill Baus, Nov 2006
Amended and edited 2021
Article 1. Organization and Affiliation
The Bloomington Old Time Music and Dance Group (BOTMDG) is organized as a not-for-profit corporation under the laws of the State of Indiana. Furthermore, BOTMDG operates as a Group Affiliate of the Country Dance and Song Society of America under guidelines established by the Society.
Article 2. Objectives
The Bloomington Old Time Music and Dance Group is organized exclusively for educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code. The educational function of the organization will be effected by the maintenance and operation of a weekly dance, as well as by the sponsorship of dance events where the teaching of old time and traditional music, dance, song, and calling will take place for the public. Furthermore, all assets of the organization are permanently dedicated to its educational purpose or upon dissolution to any other tax exempt purpose within the meaning of Section 501(c)(3) of the Internal Revenue Code.
The Bloomington Old Time Music and Dance Group supports the objectives promoted by the Country Dance and Song Society, from whom we have adapted our statement of purpose articulated in the Addendum at the end of these bylaws.
Article 3. Membership
- Membership in BOTMDG is open to all. One becomes a member of BOTMDG by paying annual dues which shall be set by the Board of Directors.
- Members in good standing are entitled to attend general and special meetings; to vote on all questions coming before the membership; to hold office and serve on standing or special committees.
- Membership dues are for the calendar year. Members applying in midyear will pay prorated membership dues for that year.
Article 4. Meetings of the Membership
- An Annual Meeting of the membership shall be held each year in the month of January for the election of Board Members and the transaction of necessary business. The fiscal year shall be the calendar year.
- Special meetings of the membership may be called by the Board Coordinator at their discretion, at the direction of the Board, or at the written request of 25% or more of the membership.
- At least three weeks’ notice of the Annual or any special meeting shall be given, except in cases of emergency. Notices of meeting shall specify the matters to be considered.
Article 5. Board of Directors
- The Board of Directors of BOTMDG consists of up to 12 members elected annually. The positions and responsibilities are
- Board Coordinator (1): Calls and presides over Board meetings and membership meetings. With the approval of the rest of the Board, appoints any member of BOTMDG as the Chair of a standing committee. Leads any fundraising efforts. Appoints nominating committee. Has signatory power on checks.
- Finance Coordinator (1): Banks income, keeps books, prepares annual financial report, and prepares tax forms. Has signatory power on checks.
- Communications Coordinator (1): Keeps records and minutes of Board meetings. Coordinates the editing, production and distribution of the calendar, newsletter, website, and any other dance group publications.
- Membership Coordinator (1): Keeps and updates membership records. Coordinates the editing, production, and distribution of the address list (Orange Sheet). In charge of member recruitment and renewal.
- Dance Booking Coordinator (1): Coordinates booking all musicians and callers for the weekly dance. Serves as alternate for Board Coordinator. Has signatory power on checks.
- Dance Setup Co-coordinators (2): Coordinate all tasks necessary to run the weekly dance.
- Sugar Hill Co-coordinator(s) (2): Coordinate all tasks necessary to run an annual music and dance weekend in August.
- At-Large Members (up to 4): Attend board meetings. Serve on committees, work on special projects, and assist board coordinators, as desired. (Number of available spots depends on the number of filled Sugar Hill positions; the total board shall not exceed 12 members).
- Any Board member who has not upheld duties as stated in these bylaws can be removed by a two-thirds majority vote of the Board. Petitions for removal of a Board member must be presented to the Board in writing one month before a vote is taken. An opportunity for the Board member to respond to charges will be provided prior to the vote.
Article 6. Powers of the Board
- The Board has sole authority to approve all activities undertaken in the name of Bloomington Old Time Music and Dance Group.
- The Board shall appoint a replacement for any Board member who is unable to fulfill duties.
- The Board shall set schedules and dates for the year.
- The Board shall authorize the budgets and the charges for all events.
- The Board shall authorize expenditures for maintenance, acquisition and improvements of capital equipment, except as specified below.
- Any expenditure exceeding $1000, excluding special multi-day dance weekend expenses and facility rental fees, shall require a simple majority vote approval by a general membership meeting.
- The quorum for transaction of business is at least half the members of the Board.
- A majority vote of those Board members present is necessary to transact any business brought before the Board.
Article 7. Election of Board Members
- Board members are elected at the Annual Meeting of the membership in January and take office the 1st of February. Terms of office run for one year, until the following January 31st.
- At least two months prior to the Annual Meeting, the Board Coordinator shall appoint a Nominating Committee of three or more members of BOTMDG, one of whom should be a member of the Board.
- The Nominating Committee is charged with searching for candidates to run for Board positions. The Nominating Committee will report its list of nominees for the Board positions to the Board Coordinator for inclusion in the notification to members of the Annual Meeting.
- Nomination for Board position may also be made from the floor at the Annual Meeting, provided the consent of the member nominated for office has been obtained.
- A simple majority of members present at the Annual Meeting is required for election to office. Ballots shall be utilized and tellers appointed to tally the results. In the case of uncontested races, voice voting may be used.
Article 8. Amendments to the Bylaws
- Amendments to the bylaws will be considered as business at the Annual Meeting.
- Notice of proposed amendments to the bylaws must be submitted in writing to the general membership three weeks prior to the Annual Meeting.
- Approval and adoption of all amendments to these bylaws shall require a two-thirds majority of those voting.
Article 9. Articles of Incorporation
As required by Indiana State Articles of Incorporation, State Form 4162 (R6/12/89), Corporate Form No. 364-1,
- No part of the corporation’s net earning shall inure to the benefit of Board members, group members or individuals.
- The corporation shall not as a substantial part of its activities attempt to influence legislation or participate to any extent in a political campaign for or against any candidate for public office.
- The corporation is not empowered to engage, other than as an insubstantial part of its activities, in activities which are not in furtherance of its purposes.
- The corporation is limited in purpose, function, and operation by Section 501(c)(3) of the Internal Revenue Code. In the event of dissolution, the assets of the group will be distributed to another non-profit organization with 501(c)(3) status.
- Except as specifically mandated in these bylaws, the parliamentary authority of the group shall be the latest edition of Robert’s Rules of Order.
The purposes for which this corporation is formed are as follows (wording originally borrowed from the Country Dance and Song Society (CDSS)):
- To encourage the practice and promote the knowledge of our heritage of traditional, historical, and folk dance, music and song, with special emphasis on American and English traditions
- To encourage and support the establishment of local groups and regional organizations interested in these objectives
- To train teachers, musicians, and leaders in order to further these objectives
- To encourage research into this heritage
- To publish materials to achieve these objectives to act as an educational and non-profit society
- To do all and any such things as may be conducive or incidental to the promotion of the above purposes