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ARTICLE 1. NAME
The name of this organization shall be the Houston Area Belly Dance Association
(HABDA).
ARTICLE 2. PURPOSE
The purpose of this organization shall be to provide a common nondiscriminatory meeting ground for persons with an interest in this form of dance. To provide a supportive atmosphere in which to perform, to expand knowledge of the dance as an art form, to offer special gatherings for members and to promote a positive image of Middle Eastern dance venues and dancers in the Houston area. In addition, this organization shall strive to serve, educate and benefit our area dance community whenever possible, to liaison with the Middle Eastern community's organizations, and further understanding and appreciation of the Middle Eastern dance within the Houston area.
ARTICLE 3. MEMBERSHIP
The Houston Area Belly Dance Association is open to all students, teachers, professional dancers, musicians, and fans of Middle Eastern dance.
Section 1. Voting Membership
Voting members are designated as those who live within a 100-mile radius of the City of Houston Courthouse. Voting members have all voting privileges and are eligible to hold elected offices provided requirements are met.
Section 2. Out of Town Membership
Out of town membership is available for members living outside the 100-mile radius and does not include any voting privileges.
Section 3. General Meetings
General meetings will be held. The meeting day, time, and place will be
determined by the officers and posted on the website. If an issue is to be voted
on by the general membership, it will be presented on the website prior to the
general meeting. A quorum of six (6) current members present at a general
meeting is required to vote on any issue(s).
ARTICLE 4. DUES
Section 1. Fiscal Year
The fiscal year of the Association shall be April 1 through March 31 of the calendar year.
Section 2. Amount of Dues
Annual dues of all members shall be an amount set by the Board.
Section 3. Payment of Dues
Paragraph A. Renewal of Membership
Dues of members wishing to renew are payable January 1. Names of those members whose dues are not paid by March 1 shall be deleted from the Association roster of members. Membership rights will be reinstated immediately upon payment of yearly dues.
Paragraph B. Grounds for Non-Renewal
Renewal will not be granted for members that do not adhere to the Standards of Ethics. Non-renewal of a member will be voted upon by a HABDA quorum.
Paragraph C. New Members
New members may join HABDA and submit dues at any time. New members submitting dues in person or postmarked January through June are required to pay the annual dues amount set by the Board. New members submitting dues in person or postmarked July through December are required to pay one-half the annual dues amount set by the Board.
ARTICLE 5. OFFICERS AND ELECTIONS
Section 1. Officers
The elected Officers of the Association shall be composed of a President, Vice-President, Secretary, Treasurer, and Parliamentarian. Nominees for an elected office shall be an active member of the Association for at least three (3) months. An active member shall be defined for purposes of nomination as one that had made some contribution to the Association. Any elected officer may be removed from office with just cause by 1) recommendation from the Board which is then submitted to the general membership; and 2) approved by the general membership.
Section 2. Board Members
The Board of the Association shall consist of the Officers of the Association and the past president of the Association. The past President shall serve on the Board for a period of one year in a non-voting, advisory capacity. All Board members shall be notified at least a week prior to a Board meeting. A quorum for any board meeting shall be at least three (3) members of the Board. Board members are entitled to HABDA membership free of dues for one year, commencing the following year of election. The requirements to receive this bonus are: to be considered an active participant by the other board members and attend more than half of the meetings. Also, during the year of office, active board members are entitled to receive equivalent to one of the door prizes issued at meetings to regular members. The written request to obtain this benefit must be given to the Treasurer at least two weeks in advance.
Section 3. Election of Officers
Paragraph A. February Floor Nominations
At the February meeting, nominations will be taken from voting members for the coming years' officers. Each nominee must have previously given their consent that they are willing and able to accept the responsibility of an officer's position. One (1) week following the February meeting, the list of nominees running for office will be posted on the website for the general membership.
Paragraph B. March Voting
Election of officers shall be held at the March meeting. The ballot shall be posted on the website prior to the meeting. Election shall be determined by the majority of the votes cast, i.e., ballots received from voting members present at the March meeting. The person receiving the highest number of votes for each office shall be declared elected. The elected officers shall be installed just prior to the close of the March meeting. There shall be no power or privileges of the elected officers until the beginning of the fiscal year (April 1).
Paragraph C. Incomplete Terms
Any vacancy, which may occur in any office, shall be filled by appointment by the remaining members of the Board. In the event the President is unable or unwilling to serve until the end of his/her term, the Vice President shall assume the President position, with all the duties and rights therein.
Paragraph D. Term of Service
No officer may hold the same office for more than two (2) consecutive years nor serve more than four (4) consecutive years in any office. Any member serving four (4) consecutive years in office will be eligible to hold office again after a two (2) year absence from holding office.
Paragraph E. Office Compensation
No office shall receive compensation be it monies, goods or service from members or those outside the Association.
Section 4. Duties of Officers
Paragraph A. The President
1. Shall preside at all Association meetings under guidelines of Roberts Rules of Order, Article X, section 58. This provides for decisions to be made at Board level and presented to members for a final vote.
2. Shall call and preside at meetings of the Board.
3. Shall act as liaison between the Association and outside persons, i.e., clubs, persons conducting seminars, workshops, Middle Eastern businesses and organizations, etc.
4. Shall act as co-signee on the HABDA checking account with Treasurer.
5. Shall submit budget to Budget Committee for approval of anticipated expenditures before expenses occur.
6. Shall work directly with the Vice-President.
7. Shall chair the Ethics Committee.
8. Shall act as Historian in his/her absence.
Paragraph B. The Vice President
1. Shall perform all duties necessary in the absence of the President. Shall assume the position of President if the President is unable or unwilling to serve until the end of his/her term.
2. Shall notify elected officers of the time and place of Board meetings.
3. Shall call meeting of Board members in the absence of the President.
4. Shall make initial contact of persons for Association activities, including performances, seminars, workshops, etc.
5. Shall submit budget to Budget Committee for approval of anticipated expenditures before expenses occur.
6. Shall chair the Events Committee.
7. Shall be a member of the advertising committee.
Paragraph C. The Treasurer
1. Shall report to the membership each month on expenses (receipts, disbursements, and current balance).
2.Shall maintain appropriate bank account with updated signage authorities on file.
3.Shall receive and hold all funds of the Association, keep an accurate set of records and submit appropriate tax returns
4.Shall write checks with prior approval of the Board with the exception of standing expenses and anything under $50.00.
5.Shall pay all bills incurred which have been authorized at a general meeting.
6.Shall be responsible for memorial contributions in the event of the death of any member or any member of his/her immediate family.
7.Shall keep all records and books of the Association open to any member in good standing.
8.Shall submit budget to Budget Committee for approval of anticipated expenditures before expenses occur.
9. Shall chair the Budget Committee, which consists of the members of the Board.
10. Shall be responsible for non-profit status related requirements and filings.
11. Shall be responsible for tax-exempt status related requirements and filings.
12. Shall provide and file the Registered Agent physical address with the Secretary of State.
13. Shall file as HABDA Non-Profit Incorporator with the Secretary of State.
14. Shall provide receipts for donations made to the Association.
15. Shall co-chair the advertising committee and generate HABDA advertising flyers for distribution.
16. Shall serve as the advertising coordinator in his/her absence.
17. Shall be responsible for prompt payment when due for annual renewal of Post Office Box.
Paragraph D. The Secretary
1. Shall keep an accurate record of Board and Association meeting minutes.
2. Shall have available at all meetings a copy of the Association bylaws and/or amendments.
3. Shall handle all correspondence regarding Association and keep all records and papers to be turned over to her/his successor at the end of her/his term.
4. Shall include as record in the minutes all motions, seconds, etc. (whether passed or not) including the person making the motions.
5. Shall keep a list of persons attending the monthly meetings and Board meetings making these part of the minutes. A sign-in sheet will be provided at every meeting and all can sign in as they enter the meeting.
6. Shall provide meeting minutes and any updates to Web Page Manager for posting on the HABDA website.
7. Shall keep all records of the Association open to any member in good standing.
8. Shall submit budget to Budget Committee for approval of anticipated expenditures before expenses occur.
9. Shall chair the Advertising Committee.
10. Shall be a member of the events committee.
Paragraph E. Parliamentarian
1. Will be responsible at general meetings and board meetings to advise the presiding officer in transacting the business of the organization legally, efficiently, and impartially according to Roberts' Rules of Order.
2. Research and respond to questions arising about Roberts' Rules of Order by Board or general members.
3. Continuously work with Board on developing an organized general meeting using Roberts' Rules of Order.
4. Shall submit budget to Budget Committee for approval of anticipated expenditures before expenses occur.
5. Shall co-chair the events committee.
Section 5. Appointed Positions
These members will be regarded as board members, with the exception of voting privileges, and are expected to attend board meetings. Upon approval by the other board members as an active participant, they are also entitled to the bonus of one year due free HABDA membership and the door prize equivalent.
Paragraph A. Web Page Manager
The HABDA Web Page Manager is to be appointed by the officers, and will serve an indeterminate term.
1. The Web Page Manager will maintain and keep up to date all posting on the HABDA web site, per the direction of the Board.
2. Shall chair the website committee.
3. Shall be responsible for submitting invoice for annual renewal of website hosting fees to
HABDA treasurer for payment to insure continued access to our website.
Paragraph B. Membership Coordinator
The HABDA Membership Coordinator is to be appointed by the officers, and will serve an indeterminate term.
1. Shall enroll new members.
2. Shall communicate to the board when new members enroll to announce and/or introduce them at the next meeting.
3. Shall maintain an updated HABDA database and provide the Secretary all new members' contact information.
4. Shall issue membership cards to members which provide each member with their expiration date.
5. Shall remind members of their impending membership renewal dates.
6. Shall encourage enrollment and promote awareness of HABDA's existence and mission to non-enrolled participants and followers of Middle Eastern dance.
7. Shall co-chair newsletter committee, with special regard to new members, birthdays, and personal news. Also, shall coordinate updated label information for newsletter distribution.
Paragraph C. Newsletter Editor
The HABDA Newsletter Editor is to be appointed by the officers, and will serve an indeterminate term.
1. Shall gather and assemble articles, event listings, and relevant news for the newsletter.
2. Shall produce and distribute a quarterly newsletter to the members.
3. Shall gather updates of Committee activities for insertion into the newsletter.
4. Shall be responsible for soliciting material equally and objectively from all Houston area venues.
5. Shall submit each newsletter for Board approval.
6. Shall chair the newsletter committee.
Paragraph D. Advertising Coordinator
The HABDA Advertising Coordinator is to be appointed by the officers, and will serve an indeterminate term. Advertising shall be sold for space in the Newsletter and for inclusion on the website. Fees will be decided by the Board, then voted on by an Association quorum at a regularly scheduled meeting.
1. Shall be responsible for providing the advertising copy to the Newsletter Editor and Web Page Manager.
2. Shall confirm monies to treasurer before submitting said copy.
Paragraph E. Historian
The HABDA Historian is to be appointed by the officers, and will serve an indeterminate term.
1. Shall be responsible for maintaining the video library and scrapbook photo album.
2. Shall co-chair the events committee.
3. Shall be a newsletter committee member.
Section 6. Committees
The chair of each committee is responsible for the written minutes of all meetings of the respective committee, which may be included in the report given to the Secretary as part of the permanent record.
Paragraph A. Ethics Committee
1. Publish and distribute a statement of suggested ethical standards (defining personal conduct and professional boundaries) to all members.
2. The Ethics Chair shall accept reports of all breaches of ethics and present them to the Ethics Committee for research and to determine if a vote for non-renewal of membership is necessary.
Paragraph B. Events Committee
1. Develop monthly events for meetings (or as needed).
2. Facilitate yearly events.
3. Become a liaison and/or contact for studios and/or individuals to avoid scheduling conflicts for events
4. Facilitate a bi-monthly HABDA social night at restaurants to support and see local dancers.
5. Insure that performers at HABDA events meet current membership ratios as follows:
Soloist - must be a HABDA member
Duo - one must be a member
Trio - two must be members
Four - three must be members
Five - four must be members
Six - four must be members
Seven - five must be members
Eight - six must be members
Nine - seven must be members
Ten - seven must be members
Paragraph C. Advertising Committee
1. Contact interested or relevant businesses and organizations to become members of HABDA and encourage their advertising with or through us.
2. Periodically circulate HABDA information to promote the organization and its mission in Houston.
Paragraph D. Newsletter Committee
1. Contact members and encourage their submission of ads and articles of interest.
2. Submit input to newsletter editor for newsletter.
Paragraph E. Website Committee
1. Contact members and encourage their submission of ads, photos, and news to post on the web.
2. Submit input and suggestions to web page manager.
Paragraph F. Executive Assistance Committees
Shall assist the President and Vice President in a mutually agreed capacity.
Duties may be (for example):
1. Sending out meeting and event reminders
2. Welcoming new members
3. Assist in planning and implementing events
4. Prepare and distribute event notices
5. Solicit and confirm speakers and entertainers
6. Copy items to distribute
ARTICLE 6. FINANCES
The Board shall recommend, and the general membership shall approve a member or outside auditor who will make a review of the organization's financial records in February. This general review of the financial records will be completed each year in order to facilitate the upcoming change of administration.
ARTICLE 7. AMENDMENTS
Amendments/changes to the bylaws shall be posted on the website at least two weeks prior to the monthly meeting in which the vote will be taken. The proposal shall also be emailed to all members at least two weeks prior to the monthly meeting in which the vote will be taken. If a member does not have a valid email address, the proposal shall be sent via U.S. mail. Amendments/changes require a majority of the ballots cast by the voting members at the designated meeting.
ARTICLE 8. ROBERTS RULES OF ORDER
Roberts Rules of Order, revised edition, shall be followed by the Association in all cases involving parliamentary procedure, when it does not conflict with the bylaws of the Association.
April, 2001
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