THE EUGENE FOLKLORE SOCIETY
ARTICLE I: NAME
The name of this organization shall be the Eugene Folklore Society (hereinafter referred to as the "EFS").
The Society shall not allow the use of its name in connection with any activity not under its direct control without the express prior approval of three-fourths (3/4) of the Board of Directors or two-thirds (2/3) of the membership. No officer or member of the EFS may claim to represent the EFS in any matter unless specifically empowered to do so under these by-laws.
ARTICLE II: PURPOSE
The main purpose of the EFS shall be to further the understanding, appreciation, and performance of traditional folk arts by providing folk art opportunities within the Eugene community.
ARTICLE III: MEMBERSHIP
Individual. Any person may become an individual voting member of the Society by paying the designated annual dues.
Household, which shall include up to two adults and dependent children at one address.
Honorary, which shall be extended to individuals only on the unanimous approval of the Board of Directors (hereinafter referred to as "the Board") and may be with or without limit of duration.
Individual and Household members shall pay such annual dues as may be determined by the Board. The payment of dues shall constitute membership in good standing in the EFS. Dues shall be due and payable on the first day of the month in which current affiliation with the EFS was established. Honorary members shall not be required to pay any dues.
Membership in the EFS shall carry the following privileges and obligations:
Individual members in good standing shall receive the publications of the EFS, and shall be entitled to vote at all regular and special membership meetings, and by mail ballot.
- Household memberships in good standing shall receive one copy of EFS publications, and are entitled to two votes at all regular and special membership meetings, and by mail ballot.
- Honorary members shall receive the publications of the EFS.
- Members in good standing are entitled to participate in all EFS activities and may solicit the support and encouragement of the Society for their individual folklore projects.
- Each member may be entitled to a discount to all concerts, dances, workshops, and other EFS events for which an admission fee is charged. Applicable events and the amount of the discount shall be determined by the Board.
- Each member in good standing shall be eligible for any elected office of the EFS, subject to the provision of these by-laws.
- Termination of membership.
Membership in EFS shall be considered to have been surrendered by any member who is more than two (2) months in arrears in payment of dues.
ARTICLE IV: OFFICERS AND BOARD OF DIRECTORS
- Board of Directors
The Board shall consist of a Coordinator, a Secretary, a Treasurer, a Dance Coordinator, and a Dance Camp Coordinator.
Terms of Office
The Board shall be elected by the membership at large at the annual Spring membership meeting to be held in May. Term of office shall be for one year from June 1 through May 31.
Responsibilities of Board Members
- The business affairs of the EFS shall be managed by the Board of Directors.
- The Coordinator shall serve as Chair of the Board and senior executive officer of the EFS, responsible to the Board for the conduct of the EFS's programs and affairs. He/she shall be an ex officio member, with vote, of all committees of the EFS, except the Nominating Committee. The Coordinator shall chair all meetings of the Board and of the membership.
- The Secretary shall be responsible for the maintenance of the minutes of all EFS meetings and other records as may be specified by the Board. He/she shall be responsible for notifying members of all meetings of the EFS and of the Board, shall maintain appropriate mailing lists, and shall be responsible for correspondence as required by the Board.
- The Treasurer shall have responsibility for preparation and custody of all financial records of the EFS and shall prepare such statements as are required by the Board or by law. He/she shall be responsible for collection all of the EFS's receivables and for payment of all EFS just debts. He/she shall prepare the EFS's tax returns and applicable schedules.
- The Dance Coordinator will be responsible for organizing the regular dances. He/she shall also serve as vice-Chair of the Board, and shall have such other duties as are delegated to him/her by the Coordinator and the Board. He/she shall succeed to the authority of the Coordinator if the Coordinator is unable to carry out the duties of that office.
- The Dance Camp Coordinator will be responsible for organizing and presenting the yearly dance camp, and providing the Treasurer with financial information from the dance camp accounts for tax preparation purposes.
- Members of the Board shall receive free EFS membership for the year in which they serve. Additional free memberships and/or other awards and grants may be awarded by the Board to those committee leaders or general members who make exceptional contributions to the management or activities of the EFS.
- Members of the Board shall receive free admission to EFS events during the year in which they serve.
- The functions of the Board shall include, but not be limited to:
- Approve an annual budget, and all expenditures in excess of seventy five dollars ($75), in advance of commitment for the expense being undertaken.
- Approve all programs and projects bearing the name of the EFS.
- Require a statement or statements of income and expenses to be prepared and an annual internal audit of EFS funds to be made by the Treasurer in conjunction with the preparation of the tax returns.
- Fill vacancies on the Board, by a two-thirds vote of the remaining members of the Board.
- Appoint Chairpersons of standing committees.
- Appoint members of the standing committees.
ARTICLE V: ELECTIONS
A Nominating Committee consisting of five members of the EFS shall be appointed by the Board. The Nominating Committee shall select a slate of candidates for offices and shall present that slate to the membership in the March newsletter. Additional nominations for any office may be made from the membership at large.
- Ballots shall be included in the April newsletter. These can be mailed or returned at the Spring Membership Meeting.
- The Board shall be elected by the membership at large at the annual Spring Membership Meeting to be held in May.
- Newly elected officers shall take office on June 1.
- An officer may resign by submitting a written resignation to the Board. The resignation will become effective when accepted by the Board.
- An officer may be suspended for cause by a two-thirds (2/3) vote of the Board. The officer shall be notified in writing of the Board's action, and may appeal the suspension at the next meeting of the Board. If the suspension is sustained by a two-thirds vote of the remaining Board, the officer shall be removed from office as of that date.
- No officer shall be removed without being given all reasonable opportunity to be heard.
- Removal of an officer shall not affect his/her membership in the EFS.
- The Board shall fill vacancies in elected and appointed offices from outside its ranks. These newly elected or appointed officers shall serve in these positions for the remainder of the current term.
ARTICLE VI: COMMITTEES
- Committees may be empowered by the Board to conduct one or more of the EFS's functions or programs.
- Responsibility of Committees
All committees shall be responsible to the Board. Committee chairpersons are expected to report regularly to the Board on their committees' progress. The Board has the authority to approve or disapprove actions of any committee, and shall retain ultimate responsibility for all activities of each committee.
- The organization, operation, and membership of any committee shall be determined by the Chair of the committee.
- Standing Committees
Standing committees shall include, but not be limited to:
- The Dance committee shall be responsible for the planning, scheduling, and publicizing of EFS dance events.
- The Dance Camp committee shall be responsible for the planning, scheduling, and publicizing of EFS dance camps.
- The Concert committee shall be responsible for the planning, scheduling, and publicizing of EFS concert events.
- The Newsletter committee shall be responsible for the publication and distribution of the EFS newsletter.
- Chairs of Special Committees may be appointed by the Coordinator or the Board for the accomplishment of specific projects. Those so appointed must be EFS members in good standing at the time of their appointment. Special committees shall last for the length of the project for which they were appointed.
ARTICLE VII: MEETINGS
- Business meetings
- The Board shall schedule at least six business meetings per year. All business meetings shall be open to the general membership, but voting shall be restricted to members of the Board.
- Board members are required to attend meetings. If a Board member misses more than two unexcused meetings they will be subject to review by the Board.
- Board members and committee chairpersons shall present reports at the business meetings.
- Location. All meetings of the EFS shall be held in a location determined by the Board. Notice of date, time, and location shall be given to the members and the Board at least two weeks prior to any general membership meeting or Board meeting.
- Annual Membership Meeting. An annual meeting of the members shall be held each year in the month of May for the main purpose of electing a new Board of Directors.
- Special meetings. Special meetings of the members may be called by the Coordinator, the Board, or by petition of not less than one third (1/3) of the membership. Meetings of the Board may be called by the Coordinator or by a majority of the Board members. Notice of any special meeting of either the members or the Board shall be given in such a manner so as to be received by the members of the Board at least ten (10) days prior to the meeting. The purpose(s) for such meetings shall be stated in the notice.
ARTICLE VIII: FINANCIAL AND FISCAL AFFAIRS
- The funds of the EFS shall be kept in checking accounts only to the extent needed for current operation. Additional funds and all reserve shall be kept in interest-bearing accounts selected by the Treasurer with approval by the Board.
- Contracts and Checks
Applications for funding, budget authorization of projects, contracts, and/or remuneration shall be subject to the Board's approval and validation. No monies may be disbursed from any account except on the signature of the Treasurer, and when possible the countersignature of the Coordinator, the Secretary, or other member of the Board.
The EFS shall maintain accurate records, books, and accounts of its business and properties, and these shall be kept at such place as is fixed and designated by the Board. An audit of the books, accounts, and assets of the EFS shall be made at the discretion of the Board.
- No contract or expense in excess of seventy-five dollars ($75), nor any other obligations of the EFS's funds, facilities, equipment, or reputation shall be made or undertaken except with the express approval of the Board.
- Any compensation for any goods or services supplied to the EFS by a member or officer of the EFS shall require prior approval by the Board.
ARTICLE IX: DISSOLUTION
- The EFS shall not dissolve except upon the written ballot of two-thirds (2/3) of the then total membership.
- In the event of dissolution, none of the remaining assets may be distributed to, or be used for the benefit of, any member or class of membership. All records of the EFS shall be given to The Archive of Folk Culture of The Library of Congress. Further remaining assets shall be distributed to a non-profit organization or organizations dedicated to purposes similar to those of the EFS, for use in continuing the support of traditional folk arts. The selection of the distributee or distributees shall be made by the membership on the recommendation of the Board.
ARTICLE X: BY-LAW AMENDMENTS
- The power to alter, amend, repeal, or adopt new by-laws shall be vested in the membership at large.
- Amendments to the by-laws shall be initiated in either of two manners:
- By the Board, with a two-thirds (2/3) majority at a regularly scheduled meeting, provided thirty (30) day notice of proposed changes is provided to membership.
- By a petition signed by five or more members of the EFS and submitted to the Board.
- Notice of by-law amendments must be circulated at least two weeks prior to the next scheduled business meeting. Such amendments shall be discussed and voted on at the Business Meeting. A vote of two-thirds (2/3) majority of those members present is required to alter or amend the by-laws.