CONSTITUTION

OF THE

ERC SQUARE and ROUND DANCE CLUB

ARTICLE I - NAME

This organization shall be known as the ERC Square and Round Dance Club, hereinafter referred to as the "Club".

ARTICLE II - PURPOSE

The purpose of this organization shall be to encourage friendship, provide pleasure and enjoyment through Square Dancing, to sponsor education and group instruction in Square Dancing and to sponsor and promote Square Dances for the Club.

ARTICLE IV - MEMBERSHIP 

Section 1 - Club membership shall be limited to employees of     Eastman Chemical Company, approved Eastman Contractors and Retiree's of Eastman Chemical Company/Kodak and Holston Defense Corporation.

Section 2 - No person other than specified in Section 1 can participate as a member of the club with the exception of dependents who will participate as "associate members".  The "associate member" cannot vote or hold an elected office in the Club.  Membership in ERC is a prerequisite to membership in the Club. Grandchildren are not eligible for membership.

Section 3 - Any member neglecting to renew their membership by the payment of dues on January 1 is to be carried on the rolls for an additional thirty days during which time he will be notified by the Secretary of the Club that his membership will terminate.  If his dues have not been received at the end of this period, the name will be dropped from the rolls.

Section 4 - Termination of employment (Eastman Chemical Company retirees excluded) in any of the Companies shall act as a termination of membership in the Club and shall operate as a release of all rights, title, and interest in the property, effects, and assets of the Club.

ARTICLE V - MEMBERSHIP PRIVILEGES

Section 1 - Holding an elected office and voting is restricted to employee members of the Club.  All other privileges apply equally to all Club members.

Section 2 – Club members may invite guest to regular dances, special dances and dance instruction. The Club may also solicit attendance of other Square Dancers through advertisement at other clubs or in the media. Guest to dances must have completed a course of instruction in Western Style Square or be able to dance at a level comparable to newest club members. Guests must be at least 12 years old and members be responsible for the conduct of their guest. The per dance charge for members and guest will be determined by the Board of Directors and will be dependent on the caller/cuer fees for the dance or instruction. The Board of Directors will insure that club members will be charged at least $1.00 less than attending guest at most dances.

ARTICLE VI - DUES

Membership dues shall be $8.00 per person or $16.00 per couple annually. Membership fees for retired club members shall be waived according to the Recreation Club policy. Membership dues for spouses of retirees and other associate members will also be $8.00.

ARTICLE VII - MANAGEMENT

Section 1 - The management shall be vested in the Board of directors as defined in Article III of the By-laws.  The Board of Directors shall have control of the Club affairs with full power to act for it in all business matters.  The Management of ERC reserves the right to overrule the Board of Directors on any matter.

Section 2 - The Board of Directors with the Recreation Representative shall hold meetings as required to make such rules and regulations for the guidance of the members of the Club as are deemed necessary and are not herein determined.

ARTICLE VIII - QUORUM

Five members of the Board of Directors shall constitute a quorum for said meetings.

ARTICLE IX - CONTEST AND ENTERTAINMENT

All activities of the Club shall be conducted under the direction and with the permission of the Facilities Representative, Recreation.

ARTICLE X - RESIGNATIONS

Resignations of officers remaining in the employ of the Company shall be tendered in writing to the Recreation Representative.  Termination of employment (Eastman Chemical Company retirees excluded) in the Company shall be considered sufficient notice of resignation.

 ARTICLE XI - REMOVAL OF OFFICERS AND MEMBERS

Any officer or member may be removed by a three-fifths vote of the Board of Directors excluding the person in question.  The officer or member being removed must be notified prior to the Board of Directors meeting that addresses the proposed removal.

BY-LAWS

OF THE

ERC SQUARE DANCE CLUB

ARTICLE I - DUTIES AND POWERS OF CHIEF EXECUTIVE OFFICER

President: The President shall preside at all meeting of the Club. He/She shall be responsible for the planning and leading of Club meetings (using basic rules of order) and for leading Club dances.  In addition, he/she shall coordinate facilities usage with the appropriate Recreation Club representative for dances and instruction. The President may appoint a leader or leaders for specific dance meetings or parts thereof; such leaders must be members of the Club. The President or such duly appointed leader shall have full charge of the dance or dances which they are leading.

ARTICLE II - DUTIES AND POWERS OF OTHER OFFICERS

Section 1 - Vice President: The Vice President shall perform the duties of the President in case of absence, the resignation, or the inability of the latter to act for personal or health reasons, and such other duties as may be assigned to him/her from time to time by the President or by the Board of Directors.

Section 2 - Secretary: The Secretary shall keep all records (minutes) of the meetings of the Club and shall sign such papers as may be directed by the President. The Secretary will compile official minutes of all regular meetings of the Board of Directors and issue the minutes to the Board of Directors within a period of one month following the date of the meeting.

Section 3 - Treasurer: The Treasurer shall coordinate the receipt and dispersal of Club funds and shall keep records of all funds received and paid out by the Club and shall issue a financial report to the Board of Directors on a monthly basis. Because the Club is required by the Recreation Club to operate on an annual budget in which expenditures equal income, the Treasurer must point out any deficiencies or excess of funds in order that the Board may take appropriate, timely actions. The Treasurer will file a report with the Recreation Club for the dances conducted each month and will provide adequate funds to the Recreation Club to cover caller and cuer fees for the month's activities. The report will also include an accounting of funds retained by the Treasurer in an Emergency Fund that the Club will use for petty cash expenditures such as supplies, decorations, and advertising. The Treasurer will request a monthly report from the Recreation Club regarding expenditures on behalf of the Club and income from contributions or membership fees received.

Section 4 - Publicity Coordinator: The Publicity Coordinator shall plan and coordinate the promotion of Club events to further interest in the Club throughout the local and regional community of square and round dancers subject to the approval of the Board of Directors and the Recreation Club Representative.

Section 5 – Hospitality Coordinator: The Hospitality Coordinator will arrange for Club members and associates to set up tables and chairs for members and guest; tables for refreshments, publicity, registration, and caller/cuer equipment and clean-up at Club dances.

Section 6 – Schedule Coordinator (Optional) – The Schedule Coordinator will arrange to have a caller and cuer for each regularly scheduled dance and will, work closely with other members of the Executive Team to insure that caller/cuer fees are reasonable. This position may be filled by any member of the Executive Team or by another duly elected member. Typically the Club Secretary will fill this position. In the case that the Secretary or other member of the Board of Directors assumes the responsibilities of this position, that member shall have only one vote in Club matters.

ARTICLE III - DUTIES AND POWERS OF THE BOARD OF DIRECTORS

Section 1 – The Board of Directors shall include a President, a Vice-President, a Secretary, a Treasurer, a Publicity Coordinator, a Hospitality Coordinator, and optionally, a Schedule Coordinator. The term of each office will be one year from January 1 to December 31 of the year of selection.

Section 2 - The Board of Directors shall be the Governing Body of the Club and shall make any and all decisions.  The Board of Directors shall work closely with the Recreation Representative and shall abide by all decisions of the Facilities Representative, Recreation and/or ERC Staff Team.  The Board shall meet at least quarterly.

Section 3 - There shall be a Nominating Committee, which is appointed by the President, and which shall consist of not less than three members of the Board of Directors.  This Committee shall provide at least one nominee for each office listed in Articles I and II of the By-laws. The Board of Directors shall confirm this list of nominees prior to October 31.  It shall be the duty of this Committee to obtain the consent of the proposed nominees before entering their names to be filled by election.

Section 4 - All Committees not otherwise provided in these By-Laws shall be appointed from time to time by the President.

Section 5 – The Board of Directors may decide by majority vote to participate in and pay membership fees to regional, state, and/or national Square and Round Dance organizations in order to obtain benefits afforded to their members, callers, and cuers.

Section 6 – The Board of Directors may decide by majority vote to appoint a Club caller and/or Club cuer to direct specified activities at Club events and to provide instruction to new dancers.

ARTICLE IV MEETINGS

Section 1 - The Club shall meet upon due notice at such times and places as may suit its convenience.  Club meeting is defined as a regular or called meeting and shall occur at least quarterly.

Section 2 - The Club shall have called meetings upon the request of a majority of the Board of Directors or upon the request of ten voting members of the Club.  The notice for called meetings shall recite the exact nature of the business and only that business shall be transacted.

Section 3 - At regular meeting of the Club, the order of business shall be as follows:

            A.  Minutes of Previous Meeting

            B.  Reports

            C.  Business

            D.  Adjournment

ARTICLE V - VACANCIES OF OFFICERS

Section 1 - Whenever any vacancy shall occur among the officers of the Board of Directors, the vacancy shall be selected by the remaining members of the Board of Directors.  Vacancies on the Board shall be filled from members of the Club, and the selected replacements shall hold office until the next regular election.

Section 2 - Absence from three consecutive meetings, regular or called, of the Board of Directors, without satisfactory excuse shall be deemed sufficient cause for declaring a vacancy.

ARTICLE VI - ELECTION OF OFFICERS

Section 1 - The President, Vice President, Secretary, Treasurer, Publicity Coordinator, Hospitality Coordinator, and optionally, Schedule Coordinator shall be elected for a term of one year, beginning January 1.

Section 2 - In the case of absence, death or inability of the President to perform the duties of his office, the position shall be filled by the Vice President. In the case of death or inability of the President and Vice President to assume the office of President, the office of President shall be selected by the remaining Board of Directors.

Section 3 - The Nominating Committee as provided for under Article III shall furnish the Board of Directors its report of nominees prior to October 31.  Any member, by a petition signed by at least five voting members and presented to the Nominating Committee, may make further nominations for any elective posts, providing the nominee has given prior consent.

Section 4 - Voting shall be conducted by a declared quorum at a meeting called by the Board of Directors for the purpose of the election of Officers. The election results shall be reported to the Recreation Representative immediately following the election. In the case of a tie vote for any elective post, the ruling Board of Directors shall forthwith decide between the tied candidates.

ARTICLE VII - AMENDMENTS TO CONSTITUTION AND BY-LAWS

To amend this Constitution or By-Laws, the proposed amendment must be subscribed to by twenty-five percent of the membership and by them presented to the Recreation Representative, who shall bring it before the Board of Directors at the next meeting thereafter.  In case the Board of Directors, by three-fourths vote of the full Board, recommend the passage, the President shall announce the purpose of a called meeting of the Club at least two weeks prior to the scheduled vote. Such time shall not be more than four (4) weeks from the date of approval by the Committee. For passage, the amendment must receive the affirmative vote of at least three-fourths of all those voting. In the event that the Constitution and By-Laws must be revised to conform to policy established by the Eastman Chemical Company or the Eastman Recreation Club, the Board of Directors will amend the Constitution and By-Laws under the direction of the Recreation Club and will inform the membership at a Club event.

ARTICLE VIII - LIABILITY

Neither Eastman Chemical Company nor Eastman Recreation Club is liable for any accidents that might occur in any of the Club's activities. The Board of Directors may choose to purchase liability insurance for the Club at their discretion or to request members and guest to sign liability waivers.

ARTICLE IX - PROPERTY RESPONSIBILITY

Damage to the property of the Club, other than ordinary wear and tear, shall be paid by the member or members causing it.  If and when the Club ceases to function, all property becomes the property of ERC.

ARTICLE X - EXPENDITURES

At least two officers of the Club must authorize any expenditure before forwarding to the Recreation Representative for approval or disbursal from the Emergency Fund. If any officer of the Club has questions about the expenditure, he/she should contact their Recreation Representative prior to submission of the dispersal request.  Expenditures of Club funds are not to be committed prior to approval.

ARTICLE XI - DISSOLUTION

Upon the dissolution of the Club and the discharge of its debts and the settlement of its affairs, any funds and properties of the Club remaining thereafter, shall become the property of the Eastman Recreation Club.