Wagon Wheelers

Square Dance Camping Club

 

About

Wagon Wheelers Square Dance Camping Club

 

CHARTER

 

May 12, 2007

(revised February 17, 2008)

 

WWSDCC Charter Revision History

 

The WWSDCC Charter Revision History outlines the changes to the Charter as it evolves to reflect the evolution of the WWSDCC.  Because the Charter is a living document, it may be changed by the membership with a two thirds (2/3) vote (as defined under Organizational Procedures, Formal Voting).  To date, there have been two revisions due to initial omission since the charter’s adoption in May 2007.

 

Date

Sections

Description

 

 

 

May 12, 2007

ALL

Adoption of Entire Charter by the membership

September 8, 2007

Appendix II

Change in Campfire Requirements (WM discretion)

February 17, 2008

Page 4

Appendix II

Insert “radius of travel” allowed for campouts

Modify item 7 for inclusion of Sunday Breakfast

 

 

 

 

 

 

 

Background

 

The Wagon Wheeler Square Dance Camping Club was formed in 1992 with the intent of providing a joyful experience to those persons that liked to square dance and camp with Square Dancing being the focal point.  In 1992, several square dancers that also camped, or thought they would like to camp, got together and decided that it would be a benefit to combine those interests if they could get a steady caller.  Hal Barnes was then selected and became the first Club Caller and remains so to this date.  The club was formed and operated without an official charter from its inception until now but members have expressed a desire to formalize the club organization. 

 

The Club membership was limited to 20 couples at the time it was formed.  The membership limit was later changed to 30 couples and changed again at a later date to eliminate limits entirely.  The definition of a member was defined as comprising of “two people of opposite sex with both being square dancers”.  A later revision provided for social members.  This was followed with another revision that permitted individual membership resulting in the one member one vote practice (two members per couple).

 

Name

 

The name of this club is the Wagon Wheelers Square Dance Camping Club, commonly referred to as the WWSDCC (or in this document, the Club). This club is primarily established as a Square Dance Club.  If the Club members desire to allow other types dancing (i.e., line, Rounds, Contra, etc.) as part of the Club activities, this shall be voted on and accepted in accordance with the decision making section of this charter. 

 

Currently, Round and Contra dancing are allowed as part of the Club activities with the proviso that they would not be funded with the standard membership dues.  Temporary weekend activities (i.e., other dancing (usually the Caller’s decision), game afternoon/night, etc.) can be implemented at any time by the applicable Wagon Masters without going through the official decision making process, as long as the cost to the club is limited by the monetary limits for reimbursement (see Appendix II, Item 7).

 

Membership

1.1.1.1                      

1.1.1.2  Membership in the Club shall consist of both dancing and non-dancing members.  All members are individual members and each member shall have one vote when a vote is required.  Person(s) seeking membership shall fill out a membership application and submit the application to the existing membership for approval.  Approval shall be voted on by a quorum (see Decision Making section) of the membership.  This vote can be conducted at a WWSDCC event or by email/telephone.   The membership list may be amended at any time by a voting quorum (see Organizational Procedures, Formal Voting) of the existing membership. 

1.1.1.3   

Membership Dues

1.1.1.4   

1.1.1.5  Membership dues as set by the Club are currently $35 per person.  New members are also required to pay $7.50 for a club badge.  Dues are subject to change by the membership via the standard voting procedures.  The Director(s) does not pay dues while holding the Directorship.  Regular club dues may not be used for activities beyond the monetary limits allowed for the Wagon Masters or any other non-official functions of the club.


 

Guests and Guest Dues

 

The Club welcomes guests to the Club’s square dance campouts.  Guests can include dancers, non-dancers and their family members as well as the family of Club members and the Caller.  Guest fees of $7.50 per adult guest over the age of 18 ($15 per couple) are assessed toward Club costs for a weekend’s events.  Children and grandchildren under the age of 18 of members, guests, and the Caller are welcome at no fee.  The Caller and the Caller’s spouse (including substitute caller and spouse) are included in the Club’s square dance weekend events as if they were paid members.  Guests must be associated and invited by one of the existing Club members in good standing or by the Club Caller. 

 

Decision Making

 

The WWSDCC shall be presided over by a Director(s) (see Organizational Procedures on how a Director(s) is elected).  The Director(s) shall be responsible for the day-to-day operations and decisions for the Club.  The Director(s) shall arrange for campgrounds and be responsible to get the campground information to the Club members in a timely manner.  (See Appendix I for details on Director Duties)

 

The WWSDCC shall strive for consensus in all of its decision-making processes and shall ensure that each decision maintains the spirit of the Club’s intent.  In the event that consensus is not reached, and a quorum of the membership is able to vote on the issue at hand, the Director(s) shall call for a vote in accordance with the Organizational Procedures.

 

Organizational Procedures

 

1.1.1.6  The Club members shall annually elect a Director(s) to be responsible for coordinating and facilitating Club meetings and agenda items, reserving campgrounds, and day-to-day operations.  Nominations for the upcoming year’s Director(s) shall be submitted to the current Director no later than the September campout so that votes may be cast before or during the October campout.  The name(s) of the nominee(s) shall be distributed by the Director within one week of the end of the September campout.

1.1.1.7   

1.1.1.8  Caller Determination

1.1.1.9   

1.1.1.10                      The Club members shall elect to have a specific caller as the “Club Caller”.  The Caller shall have the first right of refusal to call any dance the Club organizes within or outside the camp season.  The Caller, being a paid service provider rather than a Club member, will not be required to pay Club dues, shall be compensated by the Club for Calling, and shall not have voting rights.  The Director(s) shall determine this compensation with approval by the Club membership.  The Club Caller will submit the name of a substitute caller to the Director for approval in the event he/she is unable to call at any of the official club outings/events.

 

Camping

 

The Club shall hold monthly “square dance campouts” during the months of April through October inclusive.  The second weekend of each month shall be the designated camping dates unless previously approved by the voting membership (see Organizational Procedures, Formal Voting).  The second weekend shall be defined as the second full weekend of the month (i.e., if the month starts on Friday OR Saturday that is counted as the first full weekend; if the month begins on Sunday, that is NOT the first full weekend).  Campouts shall be within a 250 mile radius from Waldorf, MD.  An increase in this radius must be agreed to by the membership.

 

Wagon Master Duties

 

The Wagon Master Duties are listed in Appendix II.  Every member shall fulfill this duty cyclically with the intent to evenly distribute this duty among ALL Club members.

 

Meetings

 

1.1.1.11                      Regular meetings of the Club are held during the first and third quarter of the calendar year.  The Director(s) may call special meetings provided advanced notice is given.  Meetings shall generally be held during one of the campout weekends except for the first quarter meeting which shall be held at a location determined by the Director(s) in order to advise and provide the membership with the upcoming campout schedule and related information.   The third quarter meeting shall be used to elect the upcoming year’s Director(s).

1.1.1.12                       

1.1.1.13                      Meeting notes shall be taken during each meeting and made available to the membership, as appropriate.  The standing meetings will have a State of the Club report and a report on the status of the treasury along with anything else the Director(s) may wish the Club to address. 

 

1.1.1.14                      Members are encouraged to submit agenda items for the meetings and be proactive in the discussions and decisions being made.

 

Formal Voting

1.1.1.15                       

1.1.1.16                      The Club shall strive for consensus in all of its decision-making processes.  Should the need for a formal vote arise, voting rights shall be vested in the membership.  In the case of a roll call vote, each Club member shall have one vote.  A quorum, consisting of two thirds (2/3) of all voting members, must be present for a roll call vote to be taken.

1.1.1.17                       

1.1.1.18                      Any member agency or advisory member that disagrees with a decision or vote may submit a Minority Report.  The report must be submitted to the Director(s) within 10 working days after the decision or vote.  The Director(s) shall forward the report to the membership asking for comments and if necessary, bring the issue up for vote again.

 

Amending the WWSDCC Charter

 

These procedures and Charter may be amended at any meeting by a quorum vote of the Club members as long as the amendment was submitted, in writing, to the members at least 30 days before the vote is to be taken.

 

Appendix I - Director Duties

 

  1. Convene at least two Club meetings each calendar year with Agendas.  One meeting to be held for the primary purpose of disseminating information for the upcoming camping year.  The other to review the year’s activities (State of the Club Report) and hold Club elections for the upcoming year’s Club Director(s).  Minutes shall be kept.
  2. Convene any other meetings as necessary to address Club business. Minutes shall be kept.
  3. Manage the Club finances and fulfill those duties normally designated to a Treasurer’s position.  This includes, but is not limited to, paying for the services of the Club Caller and the Wagon Master reimbursement expenses as outlined in the Club Charter, collecting annual membership dues, etc.
  4. Maintain all the Club documents such as, but not limited to, the Club Charter, membership contact and detail listing, etc.
  5. Determine and confirm the camping locations for the upcoming camping year
  6. Provide reservations letters to each campground with a list of campers for that campground approximately one month prior to the campout
  7. At the start of the season, assure that the Club supply bins are properly stocked with appropriate items used during each campout (i.e., table cloths, paper goods, extension cords, drink mix, etc.)
  8. Each month, solicit from the Wagon Master(s) and determine the items needed to be purchased to restock the Club bins and purchase them or authorize their purchase
  9. Acknowledge attendees and guests at Club events
  10. Make decisions on behalf of the Club that do not require a Club vote and are not in conflict with this Charter
  11. In general, the Director(s) shall adhere to “Roberts Rules Of Order” when conducting a Club meeting
  12. When appropriate, the Director(s) shall make announcements during Club events and invite announcement from the attendees

 

APPENDIX II - Wagon Master Duties

 

  1. Coordinate attendance and site assignments with campground .If you cannot be at the campsite until late on Friday, PLEASE ARRANGE to have someone else take care of these responsibilities for you.
  2. Get the Club supplies (or make arrangements for) from the previous month’s Wagon Masters before you leave that campout (e.g., if it is May and you are the Wagon Masters in June make sure you take the supplies with you in May before you leave that May campout).
  3. Greet members and assist anyone needing help setting up.
  4. Set up for dances and provide ice water and lemonade (Club has two labeled coolers).  Sometimes the campground will provide ice so ask at the office at check-in time .If you do have to pay for the ice, the Club will reimburse you as part of your entitlement (see item 7). Dancing is scheduled to begin at 8:00 PM BOTH Friday and Saturday night.
  5. Arrange for, and clean up after the campfires. There are some members who will be willing to provide wood for campfires (Ersel Livengood and Roger Lavoie are two of them) if you are not able to furnish the wood yourself. Be courteous and make arrangements for fire-wood at least TWO WEEKS IN ADVANCE OF THE CAMPOUT if you are unable to provide it yourself.
  6. Co-ordinate arrangements for guests and collect fees per the Club Charter.
  7. You are responsible to host a continental breakfast on Sunday morning and IF YOU WISH, plan and coordinate any social activity. The Club will only REIMBURSE YOU A MAXIMUM of $50.00 (included in this the Sunday morning continental breakfast and any ice you may have to purchase), so any amount that exceeds this will be at your expense. Following are just a few socials that we have had in the past:

-          Potluck breakfast

-          Potluck dinner

-          Happy hour Saturday afternoon

-          Ice cream social

-          Pizza or hot dogs (for a dinner or at the campfire)

-          End of Trail (usually Friday Afternoon) social

  1. If planning an activity other than the dance you should check with the campground for access and availability of campground facilities.
  2. The Club has three (3) coffeepots. Large one for regular coffee, Medium one for decaf coffee, and smallest one for hot water.  ALLOW APPROXIMATELY ONE (1) HOUR FOR THE 100 CUP COFFEE POT TO COMPLETE ITS CYCLE. Coffee is generally made at the rate of one tablespoon of coffee for every two cups of water.

 

DO NOT BUY (you will not be reimbursed if you buy without approval by the Directors, no exceptions!)

    • cups for both hot and cold drinks
    • plastic utensils
    • napkins
    • paper plates
    • coffee, tea bags, sugar, sugar substitute and creamers

Most of the time people bring their own mugs for the continental breakfast and their own utensils, plates etc. when we have a potluck meal.

 

Please work with the Directors for all camp ground related issues for your respective month. When you take the supplies home to use for your Wagon Master Duties and find a shortage in the above supplies we furnish, please let the Director(s) know so the needed items can be provided to you at the campground.  The Director(s) will give you as much help and assistance as you need.