The name of this Austin Friends of Traditional Music (AFTM) standing committee is the Fire Ant Frolic (FAF) Dance Committee.
FAF is a nonprofit educational committee which is dedicated to the preservation, study, teaching, enjoyment, and continuing evolution of American contra dance and music. The primary purpose of FAF is an annual dance weekend. Secondary purposes may include assisting other dance committees and events with our knowledge, experience, and finances, gained from operating FAF's annual dance weekend.
a) Members of AFTM in good standing are members of FAF and are entitled to attend general and special meetings; to vote on all questions coming before the membership; to hold office or chairpersonships; and to serve on standing or special committees.
b) Members are welcome to attend meetings of the Committee and to participate in discussions on matters before the Committee, but without a vote on matters before the Committee. The committee has the right, by a 2/3 majority vote, to exclude from committee meetings any individuals who they consider disruptive to the committee process.
a) The Annual Meeting of the Membership shall be held each year for the election of Officers and Committee chairpersons at large, and for the transaction of any necessary business.
b) Special meetings of the membership may be called by the President at his or her discretion, or at the direction of the Committee, or at the written request of at least 10% of the AFTM membership. Notices of special meetings shall state the matters to be considered.
c) At least one month's notice of the annual or any special meeting must be given to the membership via the AFTM broadcast email distribution list.
d) The quorum for transaction of business is 10% of the membership.
e) A simple majority vote of those voting is necessary to transact any business brought before the membership, including the election of officers.
The responsibility for all business matters lies with the Committee, which consists of the Officers and those Committee chairpersons at large having board membership responsibility.
a) The Committee has sole authority to set schedules for the year; to set fees at rates which will cover costs of operation; to set honoraria paid to teachers and musicians, rental of necessary facilities, and other incidental expenses; to engage facilities for classes and special programs; to approve engagements and/or other special activities undertaken in the name of FAF.
b) The Committee shall determine the need for and the responsibilities of standing or special committees to carry out projects or special programs.
c) In the event of a vacancy among the Committee, the remaining Committee board members may exercise the powers of the full Committee until the vacancy is filled at the next regular election or at a special meeting of the membership or by appointment of the remaining Committee board members.
d) A member of the Committee may be removed from office after reasonable notice (and opportunity to be heard) by a simple majority vote of at least 10% of the membership or by two-thirds majority vote of the FAF Committee.
e) There may be zero to eight Committee chairpersons at large. The actual number will be set by the current Committee in office, and may be changed by simple majority vote of the subsequently elected Committee.
a) The Committee will meet a minimum of six times annually.
b) The quorum for transaction of business is at least half of the committee board members.
c) A simple majority vote of those voting (either in person or by prior arrangement) is necessary to decide any business brought before the Committee. In the event of a tie vote, the president may choose to cast the deciding vote.
The Officers of the FAF are President, Vice President, Secretary, and Treasurer. Term of office is one year. As they are elected, people may serve consecutive terms, concurrent positions, and other offices in sequence. Duties of Officers are:
a) President. The President is the executive officer responsible for the operation of the group. He or she presides at meetings; calls regular or special meetings of the Committee or membership as needed; appoints the Chairpersons of standing or special committees with the approval of the committee.
b) Vice President. The Vice President acts as President in the absence or illness of the President and in the event of the President's resignation or incapacity to serve shall succeed to the office until the next regular election of officers. The President may delegate to the Vice President such official or other duties as may be necessary for the conduct of business.
c) Secretary. The Secretary keeps records and minutes of meetings; maintains an up-to-date list of attendees.
d) Treasurer. The Treasurer is responsible for the collection of fees, for the disbursement of payment to musicians, caller(s), and for other expenditures as authorized by the committee. The Treasurer advises the Committee about the finances of the organization and assists in formulating the budgets for regular and special activities. The Treasurer also prepares a yearly financial statement of operations and delivers printed reports to the AFTM Treasurer.
Fire Ant Frolic is a large undertaking. Many of the various tasks of the event are handled by Chairpersons who report their activities to the Board. A Chairperson may perform a task by themselves, or they may organize a group of volunteers to help them. Chairpersons may have board membership, which includes board voting responsibilities. The current board members will decide which Chairperson positions each year will be members of the board. Chairpersons may be elected or as needed appointed by the Board. Chairpersons may have one or more of the following duties, or some other duties as decided by the Board.
a) Publicity chairperson: manages and coordinates publicity for FAF events including flyers, posters, listings in publications, radio & TV, email, and phone calls.
b) Talent chairperson: books the caller, band, any technical support they require such as sound, arranges or assists as needed with housing and/or transportation for the talent.
c) Hall chairperson: organizes the setup and operation of the dance hall, and arranges for custodian cleanup and restocking of restrooms.
d) Website chairperson: manages and maintains the www.fireantfrolic.com website, and accompanying issues.
e) Web Content chairperson: manages and maintains the website's webpage content.
f) Registrar chairperson: manages and maintains the list of dance registrants.
g) Day-Of-Event Registrar chairperson: manages staffing the front desk registration table and provides identification for each dancer to indicate their payment(s).
h) Food Buyer chairperson: manages and maintains the purchase of foodstuffs for the event.
i) Food Preparation chairperson: manages and maintains the preparation of the foodstuffs for the event, including placing the foodstuffs on the tables for the dancers.
j) Drinks chairperson: manages and maintains drinking water for the dancers, including cups, and any other drinks such as lemonade.
k) Hospitality chairperson: manages and coordinates housing for out-of-town dancers among the in-town dancers who volunteer housing and/or airport transportation.
l) Graphics chairperson: proposes and designs graphics for flyers, T-shirts, and dancer name buttons.
m) T-shirt chairperson: arranges and manages production and sale of T-shirts.
For the initial election: (this section is to be deleted after the first regular election planned for FAF 2007) a) By May 1, 2007, the President appoints a Nominating Committee of three or more members of AFTM, at least one of whom must be a member of the FAF Committee.
b) On May 19, 2007 (which is the 3rd Saturday Contra Dance's regular dance event date), the Nominating Committee reports its slate of nominees for the Officers and the Chairpersons.
c) Additional nominations may also be made by written petition of five members or from the floor at the annual meeting, provided the consent of the nominees has been obtained.
d) On June 16, 2007, Committee Officers and the Chairpersons are elected at the Annual Meeting of the Membership, and take office immediately.
e) A simple majority of those voting is required for election to office.
f) In the event of a contested election, paper ballots shall be used and tellers appointed to tally the results. The current President will manage the balloting, except in the case of the current President being a nominee in that particular balloting, in which case the current Vice President will manage the balloting. If the Vice President is also a nominee in that particular balloting, then the Secretary will manage the balloting. If the Secretary is also a nominee in that particular balloting, then the Treasurer will manage the balloting. If the Treasurer is also a nominee in that particular balloting, then the President, Vice President, Secretary and Treasurer will agree on someone to manage the balloting who is not a nominee for that particular balloting.
For FAF 2008 and subsequent annual elections (starting with elections at FAF 2007 in November 2007 for FAF 2008):
a) By September 1, the President appoints a Nominating Committee of three or more members of AFTM, at least one of whom must be a member of the FAF Committee.
b) At the 3rd Saturday Contra Dance's regular dance event date in September, the Nominating Committee reports its slate of nominees for the Officers and the Chairpersons.
c) Additional nominations may also be made by written petition of five members or from the floor at the annual meeting, provided the consent of the nominees has been obtained.
d) At the annual FAF event (typically at the end of October or the first part of November), Committee Officers and the Chairpersons are elected at the Annual Meeting of the Membership, and take office immediately.
e) The current year and the next year board members are to attend a transition meeting sometime before February 1 to discuss the dance results and turn over any necessary information.
f) A simple majority of those voting is required for election to office.
g) In the event of a contested election, paper ballots shall be used and tellers appointed to tally the results. The current President will manage the balloting, except in the case of the current President being a nominee in that particular balloting, in which case the current Vice President will manage the balloting. If the Vice President is also a nominee in that particular balloting, then the Secretary will manage the balloting. If the Secretary is also a nominee in that particular balloting, then the Treasurer will manage the balloting. If the Treasurer is also a nominee in that particular balloting, then the President, Vice President, Secretary and Treasurer will agree on someone to manage the balloting who is not a nominee for that particular balloting.
The fiscal year of FAF is January 1 through December 31.
Article 11. Amendments to the Bylaws.
FAF's Bylaws may not conflict with AFTM's Bylaws. In event of any conflict, AFTM's Bylaws supersede FAF's Bylaws. In event of any questions about Bylaws' conflict, the AFTM Board is the final arbitrator. Proposed amendments to FAF's Bylaws may be made upon one month's written notice to members via AFTM email broadcast. This notice must state the original and the proposed changes. A two-thirds majority vote of those voting at the specified FAF meeting is required for adoption. Absentee email votes are acceptable, as verified by the Registrar or Treasurer by comparison to the AFTM membership role.
Article 12. Special Notices re Tax Exemption.
a) No part of the FAF's assets or net earnings may inure to the benefit of private individuals. This does not preclude the payment of any reasonable fees for goods or services provided to the organization.
b) In the event of dissolution of the FAF, any assets belonging to the FAF will be distributed to AFTM, or another nonprofit dance organization that is tax exempt under section 501(c)3 status of the Internal Revenue Code.
c) The FAF shall not as a substantial part of its activities attempt to influence, carry on propaganda or otherwise attempt to influence legislation except to the extent permitted by section 501(h) of the Internal Revenue Code.
d) It is intended that the FAF be entitled to exemption from Federal income tax under section 501(c)3 of the Internal Revenue Code and shall not be a private foundation as described in section 501(a) of the Code.