News

Proposed Organizational Changes on Your 2017 Ballot

November 2nd, 2017. Posted by PSDC Newsletter Editor

The revisions proposed below were passed by a two-thirds majority of the current Board of Directors as stipulated in the PSDC Bylaws. The revisions will be included in your election ballots, to be voted on by the membership by or at the annual meeting during November’s Fourth Saturday dance on November 25, 2017.

Proposed Changes to Club Bylaws

CHANGE #1

Current Bylaws Wording:

4.04 Treasurer (officer):

The Treasurer shall:

4.04.1 Account for all financial transactions of the PSDC, keep a complete set of books, and prepare and present a Treasurer’s report to the Board of Directors or President upon request.

4.04.2 Present a financial statement to the Board of Directors at all Board meetings, and at the close of the fiscal year.

4.04.3 Receive and bank all funds of the PSDC and be responsible for the collection of all monies due.

4.04.4 Be responsible for ensuring that all tax reports and/or other financial reports are accurately completed and submitted in a timely manner.

4.04.5 Be a signatory of all checks. Additionally, there will be two (2)-authorized signatories as approved by the Board of Directors, and to be accepted or exercised only in the absence of the Treasurer.

4.04.6 Submit an annual budget to the Board of Directors for approval.

Proposed Addition to Job Description:

4.04.7 Coordinate with the Dance Director to complete the Dance Revenue Worksheet and tallies of attendees at the dances.

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Current Bylaws Wording:

4.06 Director (Dances):

The Director shall:

4.06.1 Coordinate all persons and/or committees involved in the execution of all PSDC regularly scheduled, twice monthly dances,

4.06.2 Develop activities, such as Jack and Jill competitions, etc. that will encourage dance attendance by membership,

4.06.3 Participate in PSDC committee meetings as necessary. Coordinate with Chairperson of the Decorations & Refreshments Committee

Proposed Wording Changes:

4.06.1 Coordinate all persons, instructors, DJs, and/or committees involved in the execution of all PSDC regularly scheduled, twice monthly dances.

Proposed Addition to Job Description:

4.06.4 Coordinate with the Treasurer to complete the Dance Revenue Worksheet and tallies of attendees at the dances.

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Current Bylaws Wording:

4.08 Director (Facilities):

The Director shall:

4.08.1 Be responsible for securing the facilities and/or venues, sound systems and DJs for all PSDC dances, events and meeting

4.08.2 Advise Decorations and Refreshments Committee with regard to access to facilities and any special decorating rules or guidelines.

4.08.3 Participate in PSDC committee meetings as necessary.

Proposed Change to Job Description:

4.08.1 Be responsible for securing the facilities and/or venues, sound systems for all PSDC dances, events and meetings. (Remove “and DJs”)

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CHANGE #2

Current Bylaws Wording:

4.10 Newsletter Editor & Historian

The Newsletter Editor & Historian shall:

4.10.1 Be responsible for the publication of the PSDC newsletter and maintaining the written and photographic record of events and activities of the PSDC and PSDC members as it relates to West Coast Swing dancing.

4.10.2 Participate in PSDC committee meetings as necessary.

Proposed Changes to Job Title and Description:

4.10 Director (Social Media) & Newsletter Editor: (And remove “Historian”)

The Director shall:

4.10.1 Coordinate with the Director of Marketing and Promotions to develop, promote and maintain the PSDC’s visibility and goodwill throughout the local, regional and national swing dance community via social media and other web-based outlets.

4.10.2 Create and distribute an optional electronic newsletter as determined necessary by the Director and/or the Board of Directors.

4.10.3 Participate in PSDC committee meetings as necessary.

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The Board of Directors feels the changes in this position elevate it to a Director position. A yes vote here will also change the number of directors from 5 to 6 throughout the bylaws document.

Current Bylaws Wording:

3.01 The PSDC’s Board of Directors shall have four (4) Officers, five (5) Directors and one (1) Newsletter Editor/Historian for a total of ten (10) Board members.

Proposed Change to Bylaws:

3.01 The PSDC’s Board of Directors shall have four (4) Officers and six (6) Directors for a total of ten (10) Board members.

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CHANGE #3

Change The Definition Of A Quorum For The Board Of Directors Meeting:

The current definition of a quorum in the PSDC Bylaws (Section 8.04) is “2/3rd of the current members of the Board of Directors.” Over the last two years we have had difficulty reaching this level at all planned board meetings which prevents us from holding a meeting where decisions can be made.

Robert’s Rules of Order Newly Revised, which the club follows, states that the quorum set in an organization’s bylaws “should approximate the largest number that can be depended on to attend any meeting except in very bad weather or other extremely unfavorable conditions.” It recommends “In committees and boards, a quorum is a majority of the members of the board or committee unless provided otherwise.”

The Board of Directors is requesting the members approve a change to Section 8.04 of the Bylaws to read:

8.04 A quorum of the majority (more than half) of the current members of the Board of Directors shall be required to conduct any PSDC business.

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Other Business

Keeping The Bar Open At Norse Hall:

Currently, when we contract for dances at Norse Hall, the club pays an additional $75 to have the bar open during the dance. All money spent at the bar goes to Norse Hall; the club does not receive any revenue from paying to have the bar open. If we stopped subsidizing the bar, it would reduce expenses at Norse Hall, and free up money that could be used to benefit the club members in other ways. The Board is deadlocked on whether subsidizing the bar or closing the bar would provide the larger benefit to our members, so we decided to let the members decide directly by submitting it to a member vote.

Voting

PSDC ballots were sent out by email this year on 10/31. This change was voted on last year in the PSDC annual election.

  • Only current PSDC members may vote.
  • Ballots can be turned in at either of our November Saturday dances (11th at Sunnyside or 25th at Norse).
  • Ballots will be counted at our November 25 dance and membership meeting/pizza party.
  • If you did not receive your ballot packet via email, you may download it here.
  • If you would like a paper ballot mailed to you, email membership@portlandswing.org (Sue Chinn) no later than November 7, 2017.

Please stay tuned for further information on the elections process!

Portland Swing Dance Club BridgeTown Swing National FastDance Association Through the National FastDancde Assn., this event is licensed by ASCAP, BMI, and SESAC