(In conjunction with Robert’s Rules of Order)
The name of the organization shall be Middle Eastern Dance Artists of Hawaii, hereinafter referred to as MEDAH.
ARTICLE II – Purpose
The object and purpose of MEDAH shall be to promote the understanding of Middle Eastern dance, elevate the dance to its art form, educate the public in Middle Eastern dance, and expose MEDAH members to dance opportunities in the community. MEDAH shall sponsor workshops with knowledgeable, experienced, dedicated, and culturally motivated instructors.
ARTICLE III – Members
- Section A. Eligibility for Membership
Persons who are in sympathy with the object and purposes of MEDAH shall be eligible for membership.
- Section B. Classes of Membership
There shall be the following classes of members:
1. Regular Members
Regular members shall be those members who are active in the programs of MEDAH and who have paid dues according to these bylaws. They shall have all the rights of membership, i.e. newsletter, newsletter calendar submissions, free newsletter Instructor/Teacher ad, notice of upcoming events, discounted MEDAH event fees, voting privileges.
2. Associate Members
Associate members shall have membership conferred by the Executive Board or may elect to contribute to MEDAH. They may attend Social Meetings and Formal Membership Meetings as observers. They shall have no other membership rights or responsibilities.
3. Prospective Members
Prospective members may attend no more than two (2) MEDAH events before becoming a member.
- Section C. Application for Membership
Forms for membership application shall be provided by the membership committee to the prospective member along with a copy of the bylaws.
- Section D. Resignation
Members may resign in good standing by sending a letter of resignation to the recording secretary, before dues have become delinquent.
- Section E. Voting
A member in good standing shall be entitled to one vote at meetings. There shall be no voting by proxy.
ARTICLE IV – Officers
- Section A. Officers
The elected officers of MEDAH shall be a president, a vice-president, a secretary, a treasurer, and three (3) board members-at-large.
- Section B. Duties of Officers
The President shall be the chief executive officer of MEDAH and, as such, shall uphold the MEDAH bylaws and make decisions that best benefit MEDAH and that are necessary for the smooth and effective functioning of MEDAH. The President shall: preside over all Formal Membership Meetings and meetings with members of the Board; act as an ex officio member of all committees, except the Nominating Committee; appoint, with board approval, all chairpersons; appoint, in November, an Audit Committee consisting of three (3) members – a past President, a past Treasurer, and a Member-at-Large; and may sign checks in the absence of the Treasurer.
2. Vice President
The Vice President shall: assume the duties of president in the absence of the president, and shall serve as assistant to the president in his/her efforts for the good of the organization; assume the office of the President in event of resignation, disability, death of the President; serve as ex officio member of nominating committee; serve as director of activity groups and contact for all activities; inform the membership of all activities through a monthly summary to the Zagoreet editor; serve as custodian for MEDAH property not provided for elsewhere; and may sign checks in the absence of the Treasurer.
The Secretary shall: determine if a quorum is present before official business is transacted at Board and Formal Membership Meetings; notify all Board members of the monthly Board meetings and submit a notice, in writing, for publication in the Zagoreet; record and maintain the minutes of all business meetings; read, handle and file all correspondence and communications; maintain – in cooperation with the Treasurer – the membership listing with an up- to-date address file on all members; and may sign checks in the absence of the Treasurer.
The Treasurer shall: collect all funds; deposit funds in the MEDAH bank account; record all financial transactions; disburse funds upon receipt of bills; maintain books and make them available for audit upon request or at the conclusion of term of office; act as Parliamentarian and insure the bylaws are followed by MEDAH members at MEDAH meetings. The Treasurer is accountable on the books and responsible for ensuring that MEDAH files the annual fiscal report to the State and Federal Government in a timely manner.
5. Board Members-at-Large
Board Members-at-Large shall serve as chairpersons of the following committees on a voluntary basis or as appointed by the President: fund raising, publicity, newsletter editor, assistant newsletter editor, policy and procedures, year-end performance, and special events.
- Section C. Election of Officers
The officers shall be elected by secret ballot by a simple majority of the votes received of members in good standing. The President shall vote only in the case of a tie. If an elected office has only one nominee, at least one vote must be cast for that nominee. Elected officers shall serve a term of one (1) year or until their successors are elected.
- Section D. Vacancies in Office
A vacancy in the office of President shall be filled automatically by the Vice President. Is a vacancy occurs in any other elected office, the President shall appoint, with Board approval, a member to fill the office.
- Section E. Terms of Office
No person in the office of President shall be eligible to serve more than 2 consecutive terms in said office.
- Section A. Regular Meetings
Regular meetings shall be held once a month at a place and time determined by a majority of the Board members. These meetings are open to all members. All elected and appointed officers are required to attend and are entitled to vote on all matters pertaining to MEDAH. Appointed committee chairpersons may attend but are not entitled to vote.
- Section B. General Membership Meetings
Formal membership meetings shall be held quarterly unless determined otherwise by the Board in January, April, July, and October. The meetings may have any format (i.e. luncheon, dinner, potluck, picnic, etc.) The date is to be set by the Board and published in the Newsletter.
- Section C. Special Meetings
Special meetings may be called by the President as required.
- Section A. Dues
The dues shall be determined as follows:
1. Regular Members
Annual dues, payable by January 31st, shall be determined by the Board with approval of a majority vote of member present at a Formal Membership Meeting, attended by a quorum of the members. A quorum in this case is defined as 30% of the membership
2. New Members
New members joining MEDAH shall pay full membership dues.
3. Refund of Dues / Prorating Dues
No refunds shall be made of dues paid to MEDAH. Dues shall not be prorated.
- Section B. Delinquency of Dues
Dues shall be due and payable as stated in Section A of this article. A member shall be considered in good standing when his/her dues are paid on time. Dues shall be delinquent one month after they are due. If dues are not paid within two months after the due date, membership shall be forfeited.
- Section C. Budget
A Budget Committee, consisting of the incoming and outgoing Presidents and Treasurers, shall be formed at the beginning of each term of office to prepare a budget for acceptance by the Board and the general membership.
- Section D. Expenditures
1. Registered Signatures
A minimum of two signatures of Board Officers shall be registered at the bank on the MEDAH account. All Board Officers may register their signatures, if desired.
Itemized receipts or bills shall be submitted to the Treasurer before disbursements are made.
3. Advance of Funds
A request for a money advance for a future project or special event must be made in writing and include and itemized estimate of expenses. The Treasurer shall require any member who receives an approved money advance must submit an itemized list of actual expenditures and provide receipts. Any unspent funds must be returned.
4. Incurring Debt
No member of MEDAH shall incur indebtedness or otherwise obligate MEDAH without the authority of the Board.
- Section A. Committees
1. Standing Committees
Standing Committees shall be: Finance, Membership, Publications, Policy and Procedures, and Special Events. Chairpersons of committees may be appointed by the President with Board approval, as needed. The term of office for these committees would correspond to the President’s term. Duties and responsibilities shall be defined in the Policy and Procedures Manual.
2. Ad-hoc Committees
The President may appoint ad hoc committees as needed for specific tasks and limited periods of time. Changes to ad hoc committees shall be in writing.
- Section B. Activity Coordinators
Activity Coordinators may be selected by the Board, by the Vice President, or by self-interest in having an activity. All self-interest activities must be approved by the Board, and coordination shall end at the conclusion of the activity. Activity Coordinators shall report to the Vice President who shall include the activity status in the Newsletter.
ARTICLE VIII – Order of Business
The Rules contained in Robert’s Rules of Order, Revised, shall govern MEDAH in all cases to which they are applicable and when they are not inconsistent with the MEDAH bylaws.
- Section A. Amendments
These bylaws may be amended by a majority vote of the membership present at any Formal Membership Meeting, providing that notification has been published in the Newsletter at least ten (10) days prior to the meeting. The notice shall include the complete text of the proposed amendment(s).
- Section B. Effective Date of Amendments
Amendments to these bylaws shall take effect at the adjournment of the meeting at which they are adopted unless otherwise specified.