Moonlight Serenade Dance Club - About Us

2025/26 Board Members

Moonlight Serenade Dance Club Bylaws

EFFECTIVE March 14, 2025

ARTICLE I

Name

The name of the club is MOONLIGHT SERENADE DANCE CLUB (the "Club").

ARTICLE II

Purpose of the Club.

The purpose of the Club is to provide social formal dance evenings for its members, who are friends and neighbors of Leisure World.  A percentage of members and guests may reside outside Leisure World. (Member and Guest are defined to be couples.)

ARTICLE III

Objectives of the Club

To provide formal dinner dances with appropriate music, food and ambiance.  Guests may be invited. The Club holds four dances per season. They are customarily held in November, January, February and March.

ARTICLE IV

Financial  

1. The Club is a non-profit, financially self-supporting organization.

   
   

2. The Club's fiscal year is from July 1st to June 30th.

   
   

3. Form 990-N is filed annually with IRS.

4.  Club revenues consist of membership dues, guest reservations and donations.

   
   

5. Club expenses consist of dance costs (including food and beverages, Leisure World charges for set up and tear down, decorations and music), miscellaneous costs (such as printing and stationery), and other expenses that is approved by the President or the Board of Directors. The Board is authorized to carry over sufficient funds from year to year, as it deems appropriate and necessary for the continued operation of the Club.

   
   

6. Each dance season the President will request audit to review the Club's financial records; a report will be presented to the board. The auditor will be asked to sign a non-disclosure agreement.

   
   

7. In the event it becomes apparent that the Club is unable to continue operating, then after liquidation of all assets and payment of legitimate contracts and expenses, all assets remaining are to be distributed per the Board of Directors determination.

ARTICLE V

Membership & Dues

1. Membership shall be a maximum of 130 couples as determined by each Board. 

   
   

2. Membership is by making application to the Membership Chairperson. Membership must be approved to become a member.

   
   

3. The Board may accept applications after the season has started. New couples who join the Club after the first dinner dance will pay on a guest fee basis.

   
   

4. Annual dues are established by the Board based on membership, the cost of meals, music, decorations and general Club expenses. Club

5. Membership is renewed annually and fees are payable in March for the following dance year. Guest dues may be increased after the dance season (example 24-25 dance season) after the last dance of the season but not before fiscal year ending in June. Guest fees may be increased at boards discretion.

6.  No refund of dues will be made except for the following reasons.

   • Illness, death or relocation. When refunds are appropriate, they will be calculated by converting the membership to guest status for the season.

ARTICLE VI

Club Board

1. The Club shall be administered by elected Board of Directors. The Board shall consist of the President, Vice-President, Secretary, Treasurer, Membership, Music, Food, Decoration chairs, and two Members At Large. The Board may consist of additional positions that are not Board of Directors members.

2. The Board may appoint an Advisory Committee, comprised of the two immediate past presidents who are members in good standing, to advise on matters deemed to be of significant importance to the well-being of the Club as determined by the Board.

3. New Club policies, additions or changes in policies shall be maintained and published along with the Bylaws.

ARTICLE VII

Duties of Elected Officers

The President shall:

1. Chair all meetings of the Board.

2. Efile Form 990-N with the IRS after the end of the Club’s fiscal year on June 30. The Club’s deadline for filing is Nov. 15.

3. Serve as the official spokesperson for the Club in all Communications.

4. Serve as an ex-officio member of committees as he/she chooses.

5. Appoint a promotion, historian, photographer or other such persons deemed necessary to preserve MSDC history and memorabilia.

6. Perform such other duties as may be required.

The Vice-President shall:

1. Preside at meetings in the absence, or at the request, of the President.

2. Perform such other duties as may be required.

The Secretary shall:

1. Maintain the Club's minutes, files, documents and records as determined by the Board as essential in the operation of the Club.

2. Maintain the most recent version of the Club's bylaws.

3.  Write and submit Club News for the Leisure World Newspaper.

4. Letter writing when requested by the Board.

5. Perform such other duties as may be required.

The Membership Chairperson shall:

1. Maintain Membership List.

2. Send dance notices, determine attendance and collect food choices. Forward food information to Food Chair.

3. Determine table requirements and forward layout to Food and Decorating.

4. Prepare table tickets and caterer’s table list.

5. Set hard cut-off date. Allowances for cut-off date made only with collaboration with Food Chair.

6. Assign seating. Prepare seating charts.

7. Check-in members and guests at each dance. Chairperson can ask for assistance with any of the above responsibilities.

8. Perform such other duties as may be required.

Music Chairperson shall:

1. Within Board approved budget constraints select appropriate orchestras for each dance.

2. Book Orchestras as soon as possible after dance dates for the next season are assigned to the Club by the Leisure World Recreation Department.

3. Secure signed contracts, properly executed by all parties involved.

4. Perform such other duties as may be required.

The Food Chairperson shall:

1. Within Board approved budget constraints, select the caterer.

2. Make menu arrangements, selection and negotiate the total food cost for each dance.

3. Catering costs budget shall be determined and approved in sufficient time for the caterer to be booked before the end of April.

4. Secure signed contracts, properly executed by all parties involved.

5. Make table request and other requirements, such as supplies, with Leisure World. Verify requested items properly provided and charged.

6. Perform such other duties as may be required.

The Decorating Chairperson shall:

1.  Recommend to the board themes for each dance.

2. Oversee planning arrangements for decorations within budget for each dance.

3. Order linens for each dance.

4. Maintain a team for assistance for the above responsibilities.

5. Perform such other duties as may be required as guided by the President.

Members At Large shall:

1. Assist in the operation of the Club.

All decisions of significant policy and budget decisions for each Chair shall be preapproved by President and/or Board of Directors.

ARTICLE VIII

Elections

1. The term of office is deemed to be two years.

2. Board members may serve multiple terms.

3. Nominations for Board positions shall be submitted by a Nominating Committee.

4. The Nominating Committee shall consist of the Vice President plus two Board member couples.

5. Nomination and selection process will start in January.  The Nominating Committee will present the slate of nominees to the current Board at the February Board Meeting. The new Board will be introduced at the March Dance.

6. Majority vote shall be necessary to elect.

7. If the office of President is vacant, the Vice-President shall become President.

8. The Nominating Committee will reconvene to select a member in good standing to fill vacancies for election at the next Board meeting.

9. If there are no candidates for Board positions the President shall request that the existing Board remain for an extension of one year, during which time candidates for Board positions must be actively sought.

ARTICLE IX

Meetings and Quorums

1. Board Meetings shall be held approximately one week before each dance at a time and place determined by the President.

2. The President may call a Special General Meeting of the Board at any time, provided that notice has been given to Board members at least one week prior to the meeting.

3. For purposes of conducting business at Monthly or Special Board Meetings, a quorum shall consist of the President and four Board Members.

4. Voting is restricted to one vote for each Board position.

ARTICLE X

Amendments

1. These bylaws may be amended at any Monthly or Special General Meeting of the Board.

2. Proposed amendments to these bylaws must be made in writing to the President, who will circulate them to Board members at least one week prior to a Monthly or Special General Meeting.

MSDC Policies

EFFECTIVE MARCH 14, 2025

Reservations

1. Members bringing guests (non members) to MSDC functions will pay nonmember prices for the reservations. Memberships are prepaid with no refunds.

MEMBERSHIP DUES & GUEST FEES:

1. The membership dues for each season shall be determined in each prior season. Dues are per couple.

2.  New season member couples are only allowed to join mid-season by being new Leisure World residents. In this case dues me prorated for the remaining season.

3. Members will receive anonymous seating preferences and meals unless they inform Membership Chair of attendance prior to each dance.

Amendments:

1. The MSDC Policy and Privacy Policy may be updated or amended at any Monthly or Special General Meeting of the Board.

2. Members will be notified of changes.

The history of Moonlight Serenade, contributed by Pat Qually.

The Moonlight Serenade Dance Club was formed in 1999 by a small group of people who had a common interest in dancing.   At that time, Leisure World had two other formal dance clubs, the Century Club and the Stardusters, which were full and not accepting new members.

Over a six month period, the committee spent many hours organizing Moonlight Serenade.   The board's goal was not only to have Moonlight Serenade be the best dance club in Leisure World but to start out as the best dance club in Leisure World.

From the inaugural "Charter Members Ball" on November 15th, 1999 to the last dance of the season in March 2000, "On The Road Again", members had a great time and got more than their money's worth.   Mel Eidsmoe and his Bubble Machine played at the inaugural ball; Myron Sommerfeld played for the February dance.

The 1999 - 2000 booklet and dance season were dedicated to Dottie Patterson, who started it all, was club advisor and dance teacher to many of the members, and who recruited committee members, volunteers and club members.   She gave encouragement and the occasional gentle nudge to make the Moonlight Serenade Dance Club a reality.   One hundred and eight couples were members during the charter season with 34 couples on the waiting list.

Moonlight Serenade is now in its 17th season and the only surviving formal Dance Club in Leisure World.   At the time of writing (December 2015) our membership stands at 106 couples, which includes 14 Charter Members (see following article). 

Active Charter Members honored.

To a richly deserved round of applause our 14 Active Charter Members were honored by President George Flaskerud at our January 2016 "African Adventure".  Active Charter Members are those who have been members since the club started in 1999.   George thanked board member Pat Qually for suggesting the idea and for following up with the necessary research.    Later in the evening a formal photograph of the honorees was taken by club member Tom Feluk.   They are:

Back row: (l to r): Anne and Joe Rowbotham, Marie and Don Murphy, Frank Rutledge, Bill Cline, Dorothy Daley (passed away, 2019. Dorothy's smile is sorely missed.)

Front row (l to r): Phyllis and Michael Hallatt, Delford Benson, Arne Bongart, Sue Rutledge,Nancy Cline, Maxine Griffith (passed away; a valued charter member.  We shall miss her support and loyalty to the end.)

The board thanks club member Tom Feluk for taking the above photograph.