THE COTILLION
MEMBER HANDBOOK
I. MEMBERSHIP
Organization Size
The Cotillion's membership consists of three distinct membership levels – Full members, Reserve Members, and Auxiliary Members:
A. Full Members - To ensure the most enjoyable formal dinner dance experience for our current space limitations, Full Members are limited to 65 couples or individual members.
B. Reserve Members - Reserve Members consist of former Full Members who, for personal reasons, are not able to attend most of the dances but do not wish to resign their membership. Each year, at the beginning of the dance season, Full Members who plan on attending only a few or no dances are encouraged to renew their membership as a Reserve Member. At the beginning of subsequent dance seasons, Reserve Members may reapply for Full Member status, when a vacancy occurs they will be given first priority to return to Full Member status.
C. Auxiliary Members - Auxiliary Members will be offered Full Membership as a vacancy permits and in the order that they were accepted for membership in The Cotillion, and after any Reserve Members are accommodated. If an Auxiliary Member declines full membership, they will remain in their relative position for the next available full membership.
Admission to Dances
Full Members pay annual dues and receive admission to all dances, provided their dance reservation form is received by the response due date. Both Reserve and Auxiliary Members pay a fee per dance and no annual dues.
Guests of Full Members will receive admission after Board members on the Auxiliary list and Reserve members are accommodated. Where there are space restraints, admission to the dances may be limited for Reserve members, guests of Members and Auxiliary Members. Admission to each dance is granted in the order that their dance reservation form is received. The Board of Directors reserves the right to limit the number of Reserve Members, Guests and Auxiliary Members admitted to each dance depending on the size of the dance hall as it sees fit.
Becoming a Member
Anyone interested in becoming a member should request an application form from any member of the Board of Directors. Membership is available to couples and to individuals; it should be noted that individual members are required to bring a dance partner to each dance they attend. Applicants need recommendations from two member couples in order to have their application reviewed by the Board of Directors. New applicants for membership will be offered auxiliary membership if approved by the Board. Questions regarding membership policy can be referred to any Board member.
Dues and Dance Fees
Current annual dues are $80 per Full Member couple or individual per year. The annual dues cover the cost of club rental, bands, and operating expenses.
Annual dues are prorated for those Full Members who join in mid-season:
Dances Remaining in the season |
7 |
6 |
5 |
4 |
3 |
2 |
1 |
|
Prorated dues ($) |
80 |
69 |
58 |
47 |
36 |
25 |
14 |
The current fee per dance paid by Guests, Reserve Members, and Auxiliary Members is $20.
All membership levels and guests pay for their meals at each dance.
II. DANCES
Schedule
Whenever possible, Cotillion dances are scheduled for the third Saturday in October, November, December, March, April and May, and the second Saturday in February.
Dances are usually scheduled with cocktails at 5:45 pm, dinner at 6:45pm, with dancing from 7:30pm to 11:30 pm.
Dance Committee
Each dance is hosted by two couples from the Board. They plan the meal and decorations, and handle registration and seating arrangements. Each dance announcement will indicate one of the host couples. You should send your response form to this couple as soon as possible; if you have any questions or run into a problem (e.g. you must cancel out) you should call this couple.
The Board meets after each dance to review that dance and make plans for the next dance. Feel free to make suggestions to any Board member. We need your input.
Dance Notices and Responses
Approximately 18 days before each dance you will receive a dance notice. Please fill out the form completely and return it with your check to the dance committee as soon as possible. If you will not be attending the dance please call the dance committee or return the response form indicating that you won't be attending.
On the response form please:
1) indicate your meal choices,
2) include a check for the amount of the meals,
3) indicate your seating preferences (if any)
If you wish to bring guests be sure to complete the response form as indicated.
Guests
Guests are welcome at Cotillion dances within space limitations. Requests to bring guests are fulfilled in the order in which they are received. Guests must come as a couple (no individual guests).
If you wish to bring guests you should complete the response form, indicating your guests' names and meal choices. For each guest couple include a separate check; the check should be for the cost of your guests' meals plus the guest fee.
Once all Full Members, Board Members and Reserve Members have been accommodated the dance committee will register guests in the order in which the member response forms were received. Members who have invited guests will be contacted by the dance committee no later than the Sunday prior to the dance. The dance committee will indicate that either:
● their guests can be accommodated OR
● there is not sufficient seating space for their guests. In this case the dance committee will destroy or return if requested the check sent in for that guest couple.
Prompt responses by all members make it possible for the dance committee to provide the earliest possible notifications to members who wish to bring guests. As a courtesy to other Cotillion members we urge you to return your response form promptly even if you will not be attending the dance.
Meals
The dance committees select three entree offerings for each dance. We try to provide variety in meal selections during the year, taking into account previous member responses. Any suggestions or comments regarding meals can be made to any Board member.
The Polish Community Center and The Mohawk Golf Club limit us to three entree choices per dance but have been cooperative about providing vegetarian meals for members with dietary restrictions.
In order to attend the dance members and guests must order dinner.
Dress Code
The Cotillion has a long tradition of ballroom dancing in an elegant, formal setting. To maintain that tradition men are required to wear tuxedos. Women are required to wear floor-length or tea-length (mid-calf) dresses appropriate for formal evening functions. Male guests may wear dark suits.
Seating
The dance committee tries to accommodate the seating preferences indicated on your response form. However, it is not always possible to seat each member couple or individual with everyone they request to be seated with. We will do our best. Guest couples are automatically seated with their host couples. Any special requests should be referred to the dance committee.
Name Tags
We ask that all men wear their name tags. It can sometimes be difficult to remember names -- the tags can help.
● Name tags for guests will be provided
● If you would like your name tag changed (e.g. to indicate your nickname rather than your formal name) just tell any Board member
● Please leave your name tag at the badge table when you leave the dance
● The name tags of Board members are so designated with red lettering
Dance Floor Etiquette
With such an active membership the dance floor can be crowded at times, making it important that we all observe proper dance floor etiquette. The attached diagram provides information on line of dance rules. Please do not converse with others on the dance floor when the band is playing. If you are at the edge of the dance floor please ensure that you leave adequate room for the dancers.
Dance Demonstrations
From time to time we are fortunate to have exceptional dancers perform a demonstration dance during the first intermission. Cotillion policy limits demonstrations only to those by experienced dancers who perform and/or teach at the professional level.
If you wish to recommend any eligible dancers for a demonstration dance please contact any Board member.
Canceling Out
If you have sent in your response form but then discover that you cannot attend a dance we would appreciate your calling the dance committee as soon as possible. After the final figures have been given to the host venues refunds are at the Banquet Manager’s discretion.
Suggestions
If you have any suggestions about bands or dance locations feel free to contact any Board member. We book dance locations and bands two years ahead. We are particularly interested in learning about new dance bands that you have enjoyed.
III. BOARD OF DIRECTORS
The Board of Directors is composed of nine member couples who serve for three-year terms on a rotating basis. The Board is responsible for ensuring that The Cotillion offers its members enjoyable dances during the season. At the spring dances members are asked to volunteer to serve on the Board of Directors. The existing Board votes in three new member couples prior to the end of the season.
In addition to the officers there are membership, sunshine, and dance committees. Each dance is administered by two couples on the Board - the dance committee. Duty on this committee rotates among the Board members.
Further information regarding the Board of Directors is contained in The Constitution of The Cotillion. All members are welcome to read Cotillion’s Constitution. Copies of the Constitution are distributed to all Full Members,
IV. MISCELLANEOUS
Sunshine Committee
The Board's Sunshine Committee sends cards to members who are seriously ill or injured or who have experienced the loss of a family member. If you wish to have a card sent to a member, please let any Board member know.
Address Changes
If you move or have a new phone number or e-mail address, please remember to let us know your new contact information.
Member Comments
We always welcome comments and suggestions from members. It is up to all of us to ensure that The Cotillion continues to provide enjoyable dancing experiences throughout the year. Please let us know if you have any ideas for improving The Cotillion.