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As a Affiliate, your group may designate up to two people to receive priority admission to any camp program(s). Priority admission nominations must be submitted before the lottery deadline (March 20, 2023). If a lottery is held for the selected program(s), your designated registrants will automatically be awarded space at the program. Priority admission is available for intensive courses; the registrant must meet any participation requirements noted in the course description (where applicable). The lottery deadline for intensive courses is March 13, 2023. Use this form to make priority admission nominations.
Matches contributions made by affiliate groups sending their members to camps. Find more information and the application here on our camp website.
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1.1 Name. The name of the corporation shall be THE COUNTRY DANCE AND SONG SOCIETY, INC. (hereafter referred to in these Bylaws as “the Society”).
1.2 Purposes. The purposes of the corporation shall be as set forth in the Articles of Organization as they may be amended from time to time and approved by the Secretary of State of the Commonwealth of Massachusetts (hereafter referred to in these Bylaws as “the Articles of Organization”).
1.3 Offices. The office(s) of the corporation shall be at such place or places within or without the Commonwealth of Massachusetts as the Governing Board of the Society (hereinafter referred to in these Bylaws as “the Board”) may determine or the business of the corporation may require.
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1.4 Seal. The seal of the corporation shall be in the form of a circle inscribed with the name of the corporation, the year of its incorporation, and the word “Massachusetts.” When authorized by the Board and to the extent not prohibited by law, a facsimile of the corporate seal may be affixed or reproduced.
1.5 Members. All persons subscribing to the objectives of the Society are eligible to become members. They become members upon payment of dues. Dues and classes of membership shall be set by the Board, but the Board may delegate this power to the Executive Director. Membership in the Society lapses on failure to pay dues after reasonable notice. The Board may, at its discretion, terminate the membership of any person at any time by returning that person’s current dues. The Board may appoint to honorary office or honorary membership persons who have contributed exceptional services to the Society.
1.6 Notice. Whenever notice is required in these Bylaws, it shall be considered sufficient to deliver such notice by any communication protocol, the use of which is reasonably likely to make the intended recipients aware of the proposed action; provided that a record of the content, time and manner of communication is maintained by the Secretary.
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1.7 Written Communication. Whenever an action is required in these Bylaws to be “written” or “in writing, ” such action may be conveyed through any communication protocol that ensures that the information is legible and that a written record can be recorded and/or stored by the Secretary and by the recipients.
1.8 Meetings by Remote Communication. Whenever these Bylaws provide that a class of people may participate in a meeting, those people are eligible to participate through telephone or video conference or other electronic arrangements by means of which all persons participating in the meeting can hear each other at the same time. Participation by such means shall constitute presence in person at a meeting.
1.9 Votes. When conducting any vote or poll of the members authorized by these Bylaws, the procedure employed shall preserve the secrecy of the voting and provide for validation of the voter’s membership. Any ballot not appropriately validated shall be rejected.
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2.1 Place of Meeting. Meetings of members shall be held at the principal office of the corporation or, to the extent permitted by the Articles of Organization, at such other place within or without Massachusetts as the Board may from time to time designate.
2.2 Special Meetings. The President may call a meeting of the general membership of the Society when the President deems it appropriate to report to the membership or to permit the membership to express its views directly to the Board on matters of concern. The President must call a meeting upon vote of a majority of the Board.
The President must call such a meeting, to be held within 90 days, upon written application of five percent of the membership in good standing of the Society stating the purpose of the proposed meeting. The Board must set the date, time, and place of such a meeting.
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2.3 Preliminary Agenda. The preliminary agenda of any meeting shall include any item requested in writing by at least ten members in good standing of the Society, received by the Secretary prior to the notice of the meeting as defined in Article 2.4.
2.4 Notice of Meetings. At least 30 days in advance of all meetings the Secretary shall give notice to all members entitled to attend. Such notice shall include a preliminary agenda and proxy forms as needed.
2.6 Voting. At all meetings of members each member shall have one vote. Any such member may vote in person or by proxy dated not more than six months prior to the meeting and filed with the Secretary of the meeting. Every proxy shall be in writing, signed by a member or his or her authorized attorney-in-fact, and dated. No proxy shall be valid after the final adjournment of the meeting. A proxy purporting to be executed by or on behalf of a member shall be deemed valid unless challenged at or prior to its exercise and the burden of proving invalidity shall rest on the challenger. Except as otherwise provided by law, the Articles of Organization, or these Bylaws, at all meetings of members all questions shall be determined by a vote of a majority of the members voting, present in person or represented by proxy.
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3.1 Powers. The Governing Board (referred to as “the Board” in the rest of these bylaws) is elected by the members and is the governing body of the Society. Except as otherwise provided by law, the Articles of Organization, or these Bylaws, the business of the corporation shall be managed by a Board who may exercise all the powers of the corporation.
(b) No less than 8 nor more than 21 Members-at-large. Within these bounds, the Board shall determine each year at its annual meeting how many members-at-large are to be elected the following year. If no action is taken, the number shall be the same as the previous year.
3.4 Annual Meeting. The annual meeting of the Board shall be held in April each year at such a time as may be designated by the Board or at such other time and place as the Board may determine.
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3.5 Special Meetings. Special meetings of the Board may be held at such time and place as the Board may determine. Any Board members not present at the time of the determination shall be advised in writing of any such determination.
The President may call special meetings of the Board and shall call a special meeting, to be held within 90 days, on the written request of six or more Board members.
3.6 Notice of Meetings. The Secretary shall give Board members at least 30 days’ notice of the annual meeting and special meetings, except that at least two weeks’ notice shall be given for special meetings held by remote communication or email. Notice may be waived if all Board members agree in writing before the meeting.
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3.8 Voting. At any meeting of the Board the vote of a majority of those present shall decide any matter except as otherwise provided by law, the Articles of Organization, or these Bylaws.
3.9 Rules of Order. Meetings of the Board, committees, and task groups shall be conducted in a spirit of cooperation. Should questions or disputes as to procedure arise, they shall be settled by reference to the most recent available edition of Robert’s Rules of Order.
3.10 Executive Session. At any meeting of the Board, where a quorum is present, the Board may, by a majority vote, decide to enter an executive session from which some or all who are not voting members of the Board may be excluded, at the Board’s discretion. The decision to enter executive session shall be recorded in the minutes, and actions taken must be recorded in the minutes. Executive session minutes may be kept separately and confidentially.
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3.11 Open Meetings. Except for executive sessions, meetings of the Board and of the Executive Committee are open to attendance by all members of the Society. Such visitors have no votes, and shall not speak except on the express invitation of the chair.
3.12 Acting Without Meeting. Any action which may be taken at any meeting of the Board may be taken without a meeting if every member receives timely notice of the proposal and the forum for discussion, the date for submitting written consents
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