The purpose of this handbook is to supply each member club with a quick reference to the responsibilities requested from HSRDC. All information is taken from the current HSRDC By-Laws, Procedure Manual, or Rules of Order. A copy of this material can be obtained on our web site www.squarethru.com. Its objective is to be helpful to each member club with the timely information that is requested by HSRDC. The goal is to enable member clubs to be informed with the information it agreed with when joining the HSRDC.
Table of Contents
Appendix EE Sample Caller/Cuer Contract
** New or Updated since last update
A National Square Dance Festival is held each year in different host states. Much publicity is provided in a timely fashion on these two events.
ALL CLUBS IN HSRDC ARE REQUIRED TO BE DARK DURING THIS TIME IF THE STATE MEETING/DANCE IS IN OUR DISTRICT.(See Appendix BB or HSRDC Policy Manual Page 26 - Guidelines for Completing Application for Membership in Houston Square & Round Dance Council)
The current president is responsible for the appointed officers each year. It is the responsibility of each club to encourage members to serve as officers.
Any member in good standing can be considered for election to serve as a HSRDC executive officer. It takes a majority vote of members present to elect an HSRDC executive officer. (By-Laws Article XV)
The qualifications for holding an executive office can be found in the By-Laws Article IX.
Each club has a vote for their District Director. This election is also held at the Third Quarterly meeting.
If a club cannot be in attendance at this meeting, a letter submitting the name of their nominee shall be sent to the HSRDC Presidents. A District Director term of office should follow the guidelines of the Appointed Officers - preferably 3 years, max of 10 years.
The second list is due December 1st. Only a list of members is required at this time. BOTH LISTS ARE TO BE SENT TO THE TSFSRD MEMBERSHIP DIRECTOR LISTED IN THE WHERE N WHEN.
All member clubs are also required to cancel their dance if in conflict with any HSRDC Special Dance.
(See Appendix BB or HSRDC Policy Manual Page 26 - Guidelines for Completing Application for Membership in Houston Square & Round Dance Council)
It is the club’s decision when to allow the HSRDC Executive Officers to be admitted without the suggested donation at other dances. As a courtesy, many organizations around the state admit all their Association officers without a charge.
Any other officers, elected or appointed, should not be required to pay the suggested fee when they are attending a dance to perform their job.
As a courtesy, all Callers and Cuers should be admitted without the door fee.
THE KEY TO THIS IS CLUB MEMBERS ATTENDING THE DOOR NEED TO BE INFORMED.
Each District Director can provide you with additional information on any aspect of the business of the council, announce special dances, and share information from one club to another, making your job more proficient. The Publicity Directors shall also help with special announcements within the council.
All HSRDC Executive Officers, District Directors and Appointed Officers and their contact information may be found in both the printed and online Where'n'When and also on the HSRDC website, www.squarethru.com. Their duties may also be found on the HSRDC website.
Any contact information on the HSRDC website should also be updated through the HSRDC Webmaster. Usually, this contact information can be found under the "Houston Area Clubs" section.
Your Club website should also be reviewed for outdated information. Remember, this is many times the link that other dancers have to your club information.
It is also advisable to have an "act of God" clause in case of unforeseen conditions that prevent either party from fulfilling the contract.
See Appendix DD or the website for a sample contract for your use.
Internal Revenue Service
Organization Exempt from Income Tax
Rules relating to Square and Round Dance Clubs
You must file a form 1099-Misc for each person that you pay more than $600.00 per year. The form is submitted with Form 1096 as the transmittal form. Both forms are machine readable and may not be printed from a computer.
You may receive the forms free of charge from the IRS. You may pickup copies at their offices or you may order copies mailed to you by ordering them from the IRS websitewww.irs.gov. I suggest ordering the forms during early December.
Use Form 1096 To Send Paper Forms to the IRS
You must send Copies A of all paper Forms 1097, 1098, 1099, 3921, 3922, 5498, and W-2G to the IRS with Form 1096, Annual Summary and Transmittal of U.S. Information Returns. Instructions for completing Form 1096 are contained on Form 1096
C. When To File
File Forms 1097, 1098, 1099, or W-2G on paper by February 28, 2014. Also file Form 1096 with paper forms.
You will meet the requirement to file if the form is properly mailed on Form 1096 to the following address:
Department of the Treasury
Internal Revenue Service Center
Austin, TX 73301
G. Paper Document Reporting
Follow these guidelines.
Although handwritten forms are acceptable, they must be completely legible and accurate to avoid processing errors. Handwritten forms often result in name/TIN mismatches. Use block print, not script characters.
If you have a small number of forms, consider contacting an IRS business partner who may be able to prepare them with little or no cost to you. See 5, below, for details.
Type entries using black ink in 12-point Courier font. Copy A is read by machine and must be typed clearly using no corrections in the data entry fields. Data must be printed in the middle of the blocks, well separated from other printing and guideline proportional spaced fonts, or in colors other than black, cannot be read correctly by machine.
Make all dollar entries without the dollar sign, but include the decimal point (00000.00). Show the cents portion of the money amounts. If a box does not apply, leave it blank.
2. Do not enter 0 (zero) or "None" in money amount boxes when no entry is required. Leave the boxes blank unless the instructions specifically require that you enter a 0 (zero). For example, in some cases, you must enter 0 (zero) to make corrections. See part H.
3. Do not enter number signs (#)—RT 2, not Rt. #2.
4. Send the entire page of Copy A of your information returns with Form 1096 to the IRS even if some of the forms are blank or void. Do not use staples on any forms.
Appendix AA (cont.)
Non-profit organizations are required to file a form 990 each year.
The actual form that must be filed is dependent of income to the organization.
Form 990 EZ if for clubs that receive over $50,000 per year.]
Form 990-N (The e-Postcard) may be used by organizations that receive less than $50,000 per year.
Most clubs and the HSRDC are able to file the 990-N ( e-Postcard).
Most small tax-exempt organizations whose annualgross receipts are normally $50,000 or less are required to electronically submit Form 990-N, also known as the e-Postcard, unless they choose to file a complete Form 990 or Form 990-EZ instead.
If you do not file your e-Postcard on time, the IRS will send you a reminder notice. There is no penalty assessment for late filing the e-Postcard, but an organization that fails to file required e-Postcards (or information returns – Forms 990 or 990-EZ) for three consecutive years willautomatically lose its tax-exempt status. The revocation of the organization’s tax-exempt status will not take place until the filing due date of the third year.
Due Date of the e-Postcard
The e-Postcard is due every year by the 15th day of the 5th month after the close of your tax year. For example, if your tax year ended on December 31, the e-Postcard is due May 15 of the following year. If the due date falls on a Saturday, Sunday, or legal holiday, the due date is the next business day. You cannot file the e-Postcard until after your tax year ends.
How to File
You may access the filing site directly by typing or pasting the following address into your Internet browser: http://epostcard.form990.org. When you access the system, you will leave the IRS site and file the e-Postcard with the IRS through our trusted partner, Urban Institute. The form must be completed and filed electronically. There is no paper form.
Information You Will Need to File the e-Postcard
The e-Postcard is easy to complete. All you need is eight items of basic information about your organization.
Who Must File
Most small tax-exempt organizations with gross receipts that are normally $50,000 or less ($25,000 for tax years ending on or after December 31, 2007 and before December 31, 2010) must file the e-Postcard.
Guidelines for Completing Application
Membership in Houston Square & Round Dance Council
1. An organization must have been shown to be established and viable regardless of the number of members.
2. The Organization must submit a completed application, a roster of members, containing names, addresses, and telephone numbers and a brief history of the organization.
3. Payment covering initiation fee and due must accompany the completed application.
4. It is mandatory for the club to carry insurance with the Council insurer.
5. An organization must hold open dances .
6. The organization must agree to cancel its dances when in conflict with the council Hoe Down or any other dances the Council sponsors during the year. (any State dance sponsored by Council).
7. Application for membership will be accepted at one regular Council meeting and for vote at the next regular meeting.
8. The organization will be visited by two different office holders of the Executive Board before vote is taken by the Council for membership.
9. Non-compliance with the By-laws or Rules of Order shall constitute reason for removal from membership with the right to appeal to the Executive Board with thirty(30) days of written notification of removal.
Where Do You and Your Club Fit into the Square Dance World?
1. Houston Square & Round Dance Council, Inc. (HSRDC)
2. What are the benefits to a club which is a member of HSRDC?
3. Annual Events Sponsored by HSRDC
4. Occasional Events hosted by HSRDC as a member of TSFSRD
(Awarded to District through bids and acceptance)
5. Club Responsibilities to HSRDC
6. Square dancing is an avenue to fun and fellowship! Any questions, clarifications?
Thank you for allowing us to share this time with you!
Services Provided by HSRDC
The Houston Square & Round Dance Council, Inc. serves as an umbrella organization for the square, round, clogging and fold dancing clubs in the Houston area. Its purpose is to promote and educate club members and the public on the art of American folk dancing on a regular basis.
Some of the services offered by the HSRDC are:
The HSRDC has quarterly meetings at which each club has four votes. If the club also has a District Director as a member, that increases the club's vote to six.
The HSRDC serves as a liaison between the Texas State Federation of Square and Round Dancers and Houston area clubs. The TSFSRD provides educational material to HSRDC and can be obtained by any member club dancer desiring same. TSFSRD also provides liability insurance and portal-to-portal coverage for accident or death for all square dancers when participating in square dancing activities.
DANCE CONFIRMATION AGREEMENT
City, ST, Zip
Club Contact Street Address
Club alternate name and phone contact #s: Date of dance: Time: to
Dance Location: Phone: (Map sketch on back of page if necessary)
Check Appropriate Blocks
1. This event is: a regular club , workshop , open , closed , other , Specify dance program: MS , PLUS , Al , A2 , C
2. Would you like to have Line Dances or C & W Dances between tips: Yes , No ,
3. Will there be Rounds: Yes , No : Pre-rounds , Time ____________________ Rounds between tips: One , Two
4. Caller will: Call entire program , Share program with ________________________
5. The Caller *, Cuer *, Club will furnish sound equipment. *Caller , *Cuer Will , Will Not Share sound equipment with other performers.
6. Refreshments: Yes , No , Time: Evening meal, time to be determined
Special Considerations: (Such as Air Fare, Airport Contact, Publicity Information, Restrictions on calling within specified distance within specified time period, Cancellation Clause). YES NO
• • • • .
I/We agree to call the above event as described.
I/We certify that I/we am/are licensed by BMI and ASCAP to perform copyrighted music at the above stated dance program.
Caller Signature Date
Please sign and return one copy _______________________________________
_________________________________________ ________________________________ Club Representative Signature Date Complete in Duplicate: cc: Caller Club