The DalKing's Swing Dance Society Constitution

-Last updated March 2016-

Article 1. Name.

1.1 This organization shall be called the DalKing's Swing Dance Society, and its name is sometimes abbreviated to DSDS, DalKing’s Swing Society, or DalKing's Swing.

 

Article 2. Objectives.

2.1 This organization aims to:

·     Provide a healthy social environment for those interested in swing dancing and swing music;

·     Provide a low-cost means of regular recreation through weekly swing dances;

·     Educate the Halifax and Dalhousie community about old and modern swing music and swing dancing in the "classic" styles by playing a good selection of music and guiding beginner practice sessions;

·     Expose the Halifax and Dalhousie communities to local talent, such as professional dancers, dance instructors, and live jazz/swing bands;

·     Maintain the good image of Dalhousie University by participating in outside charitable events; for example, performing dance demonstrations and helping to organize outside events where swing dancing is encouraged;

·     Promote and encourage the growth of the swing phenomenon at Dalhousie and in the Halifax Regional Municipality so that it can be enjoyed for many years to come.

 

Article 3. Membership.

3.1 Eligibility. Membership is open to all Dalhousie students, King’s students, members of the HRM community, their families, and their friends.  The Dalhousie and King’s Students as well as the Community members are eligible to vote during the AGM annually.

3.2 Membership Rates. To become a member, one must purchase a term long membership. There will be a discounted rate for students of Dalhousie University and King’s University.

3.3 Membership Periods. Once purchased, a membership is valid for the current school term (September – December or January - April).

 

Article 4. Executive Officers.

All executive members must be hard-working, capable people with a love of swing dancing and swing music, who are willing to dedicate themselves to the continuation and betterment of the DalKing's Swing Dance Society.

The Executive is made up of the following positions:

President

(2) Vice-Presidents

Treasurer

Secretary

Digital Content Manager

Event Coordinator

Member-at-large

Community member   

 

*There must be at least one Dalhousie and one King’s student on the executive with a minimum of three students overall. For the three student positions, the following duties are in addition to the position the student holds:

Dalhousie student(s):

      Liaison between the DSU and DSDS executives

      Helps with any DSU paperwork

      Will be a member of Tiger Society

King’s student(s):

      Liaison between the KSU and DSDS executives

      Helps with any KSU paperwork

      Will be a member of Tiger Society

 

All positions of the Executive must be re-elected every year. Current members of the Executive may be re-elected again.

 

4.1   President – Executive

Required to have previous Executive Experience of One year or more

·     Calling, organizing, and running meetings, including one Annual General Meeting and any necessary executive meetings;

·     Arranging for space for weekly dances and any special events;

·     With the help of the vice-president and members-at-large, seeking out local talent, including instructors and dance bands, and booking them for weekly dances or special events;

·     Working with other executive members to publicize the society and its events;

·     Communicating with the executive and society members regarding the operation of the DSDS;

·     Overseeing the overall operation of the DSDS, including financial and administrative aspects, as well as functional ones such as ensuring that a sound system and DJ are present at weekly dances and special events;

·     Mentoring a replacement.

 

4.2   Dalhousie Vice-President – Executive

·     Act on behalf of Dalhousie students in the society;

·     Supporting the president in his/her duties, including helping run meetings and research, find and inquire for talent for events;

·     Overseeing publicity for the society at Dalhousie campus;

·     Make the application on behalf of the DalKing’s Swing Society for DSU grants;

·     Networking to the various dance venue spaces, and finding new ones

 

4.3   King’s Vice-President – Executive

·     Act on behalf of King’s College students in the society;

·     Supporting the president in his/her duties, including helping run meetings and booking talent for weekly dances and events;

·     Overseeing publicity for the society at King’s College campus;

·     Make the application on behalf of the DalKing’s Swing Society for KSU grants;

·     Networking to the various dance venue spaces, and finding new ones.

 

4.4   Treasurer – Appointed By Executives

·     Drawing up a yearly (broken into three terms) budget each May, September, January;

·     Preparing a year-end financial report for the AGM in April;

·     To ensure that the society follows the budget by approving expenditures;

·     Opening (if necessary) and maintaining all DSDS bank accounts, PayPal account and cash floats;

·     To oversee the collection of Lesson, workshop and event income through established digital and cash collection policies;

·     Keeping records of all incoming money and expenses.

 

4.5 Secretary

·     Attending all official meetings and recording minutes;

·     Making minutes available to members within one week of each meeting, either by posting them in a designated place or simply informing members that they are available upon request;

·     Keeping a file containing records of all meetings held each year.

·     To liaise with the Digital Content Manager and Event Planner to provide executive agreed content for our Digital and marketing presence.

·     Track email correspondence

 

4.6   Digital Content Manager

·     Maintaining the web presence of the society at http://www.dalswing.ca and http://wwwhalifaxlindyexplosion.ca sites.

·     Coordinating with the executive to provide members with newsletters, face book, twitter and insta-gram updates in a timely fashion.

·     Uploading photographs from practice sessions and special events;

·     As needed, dealing with media requests for promotional material;

·     Assisting other executive members with any aspect of the operation of the society.

·     To liaise with the Secretary and Event Coordinator regarding the content of our Digital presence.

·     Volunteer coordinator duties may be required.

 

4.7   Member at Large

·     Assisting other executive members with any aspect of the operation of the society, depending on their individual talents and expertise.

·     Helping with publicity and to recruit local talent.

·     Communicating to the head DJ and Instructor Coordinator all pertinent executive information and

·     To be the lead advocate for the DJ group and Instructor group to the executive

·     Relay scheduling items to the DJ and Instructor coordinator for upcoming events.

 

4.8   Community member

This is a non-voting, outreach position on the DSDS executive. It should be, but is NOT required to be assigned to a non-student member of DSDS, with influence in the broader HRM community.   This role can be split between two people.

·     Assisting other executive members with any aspect of the operation of the society, depending on their individual talents and expertise.

·     Helping with publicity and helping recruit local talent.

·     Find a social venue for swing dancers to go to.

·     Responsible for the organization of Swing Factories; Opening and set-up to closing and clean-up, volunteer lists

·     To assess on behalf of the executive all community events that DSDS may participate in for presentation to the executive.

·     Be present in the local dance community outside of DSDS regularly.

·     Make announcements at DSDS events and lessons for upcoming events referring to newsletter and the DalKing’s site.

 

4.9 Event Coordinator - Goals

·     Responsible for Coordination of the various DSDS functions listed - but not limited to; the fall and winter workshops, Swing with the Fishes/ HLX weekend and AGM.

·     Responsible for the coordination of advertising and volunteers or staffing for the various events listed above.

·     In conjunction with the executive assuring the costs are within the original budget for each event.

·     Responsible for the coordination of the billeting assignments.

·     Responsible to create, organize and lead an event planning team in order to achieve the Event Coordinator goals

 

Article 5. Meetings.

5.1 Annual General Meeting. There shall be one general meeting per year, to be held in the month of April, which will be open to members and to the public, at which election of officers shall be held - Only members may vote.

5.2 Regular meetings. The society shall meet weekly for guided swing dance practice sessions and a social dance.

5.3 Calling meetings. Should any executive member or other society member wish to discuss any aspect of the operation of the DSDS in a formal setting outside of the regular meeting time, he/she must contact the president, who will call the meeting, publicize it, and arrange a place and time to meet.

5.4 Quorum for meetings. For an official meeting to proceed (i.e. a meeting at which members and officers discuss issues regarding the operation of the DSDS), there must be at least four (4) members of the society present, including the president OR vice-president and the secretary. Regular dances require at least two (2) members of the executive to be present for fraud purposes.

5.5 Rules of order which meetings will follow. All official meetings shall include the presentation and approval of the agenda for the meeting, officers’ reports, election of officers (if necessary), and open discussion regarding any issues involving the operation of the DSDS. These meetings shall be facilitated by the president, or in his/her absence, by the vice-president.

5.6 Majority required to pass a vote. A majority of 50% of members present at the meeting plus one (1) vote is required to pass a vote.

Article 6. Nomination and Election of Officers

6.1 Procedure for conducting elections. Any member of the executive may conduct and supervise elections, including Members-At-Large. The secretary will be responsible for tallying votes, except that the President will tally votes for the election of a new secretary. In the event that all sitting executive members wish to re-run for any position in the present election, a member of the general assembly will be nominated to supervise the proceedings.

6.2 Procedure for nominations. Nominations can be made by any DSDS member, and will normally be made at official meetings. All nominations must be seconded by at least one other member; this will be done by a show of hands.

6.3 Qualifications required for executive positions. All nominees must be current Dalhousie University or King’s University students or as hard-working, capable people with a love of swing dancing and swing music, who are willing to dedicate themselves to the continuation and betterment of the DalKing's Swing Dance Society.

6.4 Procedure for voting and majority required for winning candidate. Only current Dalhousie and King’s students are eligible to vote. Voting will usually take place at the Annual General Meeting after nominations, and will involve a show of hands. A candidate must have 50% of present members’ votes, plus one (1) in order to win the position.

6.5 Date by which elections must be held. Officers must be elected by October 15th of each year.

 

Article 7. Impeachment of fficers

7.1 Procedure for impeachment of officers. In the event that an officer is not fulfilling his/her duties or has become detrimental to the organization, any member can move for that officer to be impeached. The member must discuss his/her concerns with the highest-ranking executive member not facing impeachment, at which time this officer will call a meeting of the executive, including the officer facing impeachment, where these concerns will be discussed. This meeting shall be open to all members of the society, for which advance notice will be given to all members, and the officer up for impeachment will be given the opportunity to speak to the general membership in defense of any accusations. This meeting and will culminate in a vote as to whether or not the officer should be impeached.

7.2 Majority vote required for the impeachment of an officer. A majority of 50% of members present at the meeting plus one (1) vote is required for an officer to be impeached.

Article 8. Finance and audit

8.1 Source of funds. The primary source of funds for the DSDS shall be the membership fees, which shall be collected from each person wishing to join the society. Secondary sources may include grants, fundraising, extra fees for special events, and fees collected from non-members for admission to a dance or special event.

8.2 Signing officers. The signing officers shall be the president, vice-president, and treasurer. One of the signing officers must be a student of Dalhousie University.

8.3 Fiscal period. The fiscal period shall be from May to April.

8.4 Passing the budget. The budget shall be drawn up by the treasurer, and shall be presented at a meeting in the early fall and passed by a show of hands from all members present. A majority of 50% plus one (1) vote of the members present is necessary for the budget to pass.

Article 9. Constitution amendment

9.1 Procedure for constitution amendment. A copy of this constitution shall be made available to all members upon request, as well as to all those present at the Annual General Meeting. At that time, should any member feel that the constitution requires amendment, he/she can suggest a change that can be voted on immediately, with a majority vote of 50% plus one (1) of all members present necessary to pass the amendment. Should concerns regarding the constitution become apparent outside this meeting, the president shall contact members, by whatever means usually employed for communication (e.g. email, website), with a notice of motion, and this motion shall be voted on at the beginning of the next meeting – usually a social dance night.

Article 10. Miscellaneous

10.1   Instructor Coordinator– Appointed by Executive

·     Development and maintenance of the course syllabus.

·     Responsible for instructor selection and training.

·     Liaise with the appointed executive regarding course content and Teaching staff issues or requests.

·     Train their replacement.

·     Liaise with workshop instructors and coordinate with event planner.

 

10.2  Disc Jockey – DJ – Appointed by Executive

·     Arranging for music and DJs for the practice sessions and events;

·     Keeping the purchased music secure;                                                       

·     Maintain an up to date music database;

·     Accountable for DJ hardware and software tools;

·   Train other DJs for Society events.

·     Train your replacement