The DalKing's Swing Dance Society Constitution

-Last updated April 2019-

Definitions

Society – A student organization that receives resources and funding from and is subject to oversight by the DSU and fulfills all necessary requirements to be designated as a DSU society.

General Interest Society – any society that does not directly receive a fee or levy or any disbursements from a fee or levy.

Ratification – official validation of a Society meeting the requirements of this policy.

Ordinary Resolution – a resolution requiring a simple majority of more than 50 per cent of those entitled to vote.

Constitution – the DSU Act and bylaws.

Quorum - The minimum number of members of a society that must be present at any of its meetings to make the proceedings of that meeting valid.

The DalKings Swing Dance Society is a Ratified Dalhousie Student Union General Interest Society.

Objectives

- This organization aims to:

- Provide a healthy social environment for those interested in swing era dancing and music.

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

- Educate the Halifax and Dalhousie community about old and modern swing era music and 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, blues and swing bands.

- Maintain the good image of Dalhousie University and University of King’s College 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.

Membership

- Membership is open to all Dalhousie students, King’s students, students of other universities, members of the 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.

- The DalKings Swing Dance Society will maintain a list of active members composed of the executive and non-executive positions and those having taught or registered for classes during the previous academic year (September - March). This mailing list will serve as the official communications channel between the DalKings Swing Dance Society and its members.

Executive Roles

- The executive will be made up of at least three roles.

- At least one executive and a signing authority must be a Dalhousie Student in good academic standing as definded by the Dalhousie Student Union.

- At least three executive members must be students of either Dalhousie University or The University of King's College.

- Executives shall not receive honoraria, unless approved by the Vice-President, Internal.

- Additional officer positions may be created by an ordinary resolution at a general meeting of the society.

- Appointed positions (both executive and non-executive) will be voted upon at the first executive meeting following a "transition meeting" (see meetings section).

Appointed positions (both executive and non-executive) may be left vacant until a suitable candidate is found as decided by a yes/no vote by the elected executive.

Appointed positions (both executive and non-executive) are vacated following a "transition meeting".

Executive (Voting) Positions

DSU representative DKSDS

[DSU representative DKSDS must be a Dalhousie University student in good academic standing.]

Responsibilities:

- To act as "President" as required by DSU society guidelines.

- Co-Signing responsibility for financials.

- Must attend annual Primary Event Organizer Training.

- To submit risk assessments for events and obtain and submit DSU waivers for events as required by DSU policies.

- To ensure society operations in accordance with DSU policies.

- To ensure the smooth operation of the society.

- To cast the tie-breaking vote in the round following a tie during elections at an AGM for positions for which they are not running.

- Renewal of society ratification annually.

- To serve as the main point of contact for communication with the DSU and Dalhousie venues.

- To work together with Co-VPs to ensure availability of and book Dalhousie venues for classes and events.

- To reserve locations for executive and general meetings on the Dalhousie Campus.

DSU representative co-VP1

[DSU representative co-VP1 must be a Dal or Kings student in good academic standing.]

Responsibilities:

- To act as "Co-Vice President" as required by DSU society guidelines.

- Co-Signing responsibility for financials.

- Must attend annual Primary Event Organizer Training.

- To submit risk assessments for events and obtain and submit DSU waivers for events as required by DSU policies.

- To cast the tie-breaking vote in the round following a tie during elections at an AGM for positions for which they are not running when "President" is unable (which co-vp to be voted upon by executive).

- To deliver the announcement of Annual General Meeting (AGM) via the mailing list at least 2 weeks prior to an AGM.

- To deliver the announcement of any motions that will be voted upon at the AGM via the mailing list at least 48 hours prior to an AGM.

- To work together with President to ensure availability of and book Dalhousie venues for classes and events.

- To reserve locations for executive and general meetings on the Dalhousie Campus

DSU representative co-VP2

[DSU representative co-VP2 must be a Dal or Kings student in good academic standing.]

Responsibilities:

- Same as DSU representative co-VP1

Board Meeting Chair

Responsibilities:

- Scheduling meetings.

- Ensuring the appropriate people are made aware of and invited to meetings.

- Setting the agendas for meetings.

- Chairing meetings.

- To work with the Co-Vice Presidents to book space for meetings.

- To maintain a list of procedures for Annual General Meetings in accordance with DSU policies.

- To work with the Events Committee Lead and Communications & Social Media Secretary to ensure the plans for Annual General Meetings satisfy DSU requirements.

Communications & Social Media Secretary

Responsibilities:

- To take minutes at all meetings and maintain a repository of past meeting minutes.

- To create a list of actions agreed to be taken by each executive at each meeting and communicate that list to the executive at meeting end.

- To follow up with each executive and track whether actions have been completed as agreed and review progress on actions at next meeting.

- To maintain a repository of past tasks completed by each executive for the purpose of determining who to consult about past actions.

- To maintain a up-to-date list of responsibilities of each executive member and act as the contact person for these responsibilities.

- To develop and maintain an up-to-date transition plan consisting of the list of activities that need to be performed to transition in and out of each executive position.

- To manage the main DKSDS email, and social media accounts and executive communications channel.

- To provide notice to all members of upcoming events via DKSDS social media accounts and mailing list.

- To provide all records, reports and minutes of meetings to the DSU if requested by the society review committee.

- To manage the list of account access priviledges for the executive.

- To ensure all executive are informed about communications relevant to their respective positions.

- To collect and disseminate information pertinent to members of the Society.

- To serve as the main point of contact for regular class non-Dalhousie venues (First Baptist Church).

- To act as Board Meeting Chair in the absence of the Board Meeting Chair.

Marketing & Advertising Director:

Responsibilities:

- To design and maintain a positive and consistent message and image portraying DKSDS for advertisements.

- To manage advertising for the society including planning and execution of advertising campaigns and outreach events. Examples may include postering for classes and special events, paper event tickets, frosh kit coupons, participation in Dal & Kings society fairs, designing Facebook advertisements, promotional flyers and videos, newspaper and radio advertisements, etc.

- Recruiting volunteers to help with the execution of advertising campaigns and outreach events.

- To maintain a repository of digital media (photos, videos, etc) for social media and advertising.

- Communicating with Halifax universities and businesses for the purpose of outreach and advertising.

- Maintaining a knowledge repository of how to execute each advertising campaign.

- To provide the Communications & Social Media Secretary with the required advertising content needed for communications.

- To work together with the Communications & Social Media Secretary and Webmaster to ensure the delivery of advertisements as intended.

Membership & Safety Director:

Responsibilities:

- To maintain the list of registered members of the society and provide the member list to the DSU as required for annual society ratification renewal.

- To design, execute, and manage the 'registration and waiver' process and payment process for all DKSDS events, including braceleting where appropriate.

- To maintain data and statistics related to membership and attendance needed for marketing and executive decisions.

- To work closely with the Webmaster to ensure the successful execution of online registration and payments.

- To work closely with the Marketing & Advertising Director to ensure the continued growth and sustainability of membership numbers.

- To work closely with the Events Committee Lead to ensure successful integration of the registration process into all events.

- To ensure all security and safety requirements for events are met.

- To serve as the main point of contact for the "Safe-Spaces" committee.

- To maintain, update, and oversee the "Safe-Spaces" policy and design other policies as needed to maintain a positive, safe, friendly and non-threatening atmosphere.

- To act as the main executive contact for any safety, behaviour, accessibility or otherwise negative issues arising at society functions and to ensure said issues are properly addressed in accordance with DSU and DKSDS policies.

- To solicit feedback from the membership in the form of surveys, feedback sessions, etc. at regular intervals and assess the level of customer satisfaction with current offerings.

- To maintain a repository of suggestions and complaints from the membership.

- To make suggestions to the executive on how to better satisfy the needs and desires of the membership.

- To provide feedback to the Head Instructor about customer satisfaction levels with current class offerings and curriculum.

- To provide feedback to the Head DJ about customer satisfaction levels with current music practices.

- To ensure that the proper people, especially volunteers and organizers are acknowledged and thanked for their contributions at each event.

- To ensure that everyone is properly recognized and thanked for their contributions to a functioning society.

- To coordinate billeting assignments for events.

- To act as Board Meeting Chair when both the Board Meeting Chair and Communications & Social Media Secretary are absent.

Treasurer (Non-elected, Appointed):

Responsibilities:

- Must attend annual treasurer training as provided by the DSU.

- To work with President, and Co-VPs to issue payment of all expenses.

- To provide the most recent bank statement as required for annual society ratification renewal.

- To develop and present a comprehensive budget that includes an estimation of revenues and expenditures of the society for the coming year to be approved by the executive.

- To ensure that the society follows the budget by approving expenditures.

- To present the financial statements for the previous year at the Annual General Meeting (AGM).

- To maintain at all times and make available upon request by the executive current and correct financial statements and balances needed for decision making by the executive.

- To keep records of all income and expenses within the Society in accordance with DSU regulations.

- Be the responsible person for any auditing by the DSU or KSU.

- To manage the Society bank account, PayPal account, and cash.

- To ensure the presence, safeguarding and storage of the cashbox both during and outside of society events.

- To ensure that an opening cashbox balance (and coin denominations) are calculated before each event and that all volunteers responsible for the cashbox at events properly calculate closing balances (and coin denominations) at event end.

- To assemble adequate floats for the cashbox as necessary and to deposit excess cash into the bank account promptly.

- To oversee the collection of lesson, workshop and event income through established digital and cash collection policies.

- To ensure prices for events are proposed to be voted upon by the executive and that these prices are in line with the budget for each event.

- To read and understand DSU Grants Policy.

- To manage applications for Society Grants to the DSU, and aid members in applying for individual Member Grants through the DSU.

Events Committee Lead (Non-elected, Appointed):

Responsibilities:

- To plan and deliver major events. Examples: Seaside Shimmy weekend, workshop weekends with professional instructors, AGM.

- To maintain an active events committee consisting of a group of volunteers who work towards the detailed planning & execution of major and recurring events approved by the executive.

- To plan and chair meetings of the events committee.

- To communicate between the DKSDS executive and events committee.

- To work closely with the Treasurer to ensure financial budgets are respected.

- To work closely with the Communications & Social Media Secretary, Marketing & Advertising Director, and Webmaster to ensure proper advertising and communications for major events.

- To ensure sufficient volunteers are present to staff events. Examples: Registration and admission at events, setup and cleanup at lessons.

Non-Executive (Non-elected, Appointed, Non-Voting) Positions:

Head Instructor [stipend]

Responsibilities:

- To maintain a list of dance instructors for the society.

- To ensure an adequate supply of skilled instructors for all events/classes offered by the society.

- To communicate with and ensure that instructors are available as required for all classes and events of the society.

- To assign instructors to classes and maintain a class schedule visible by all instructors and the DKSDS executive.

- To communicate between the DKSDS executive and instructors.

- To act as the main point of contact for any issues/concerns related to the content of classes.

- To determine class offerings to meet the objectives and constraints defined by the executive.

- To develop and alter the dance curriculum to be delivered during all classes/events offered by the society.

- To conduct instructor training as necessary to enhance/maintain the necessary skill level of society instructors.

Head DJ

Responsibilities:

- To maintain a list of DJs for the society.

- To ensure that DJs are available as required for all events of the society.

- To conduct DJ training as required to ensure an adequate supply of DJs and to ensure that all DJs have the skills required to DJ events.

- To ensure the safe, continued delivery, setup, operation, and storage of all DJ equipment.

- To communicate between the DKSDS executive and DJs.

- To act as the main point of contact for all DJs and any issues/concerns related to the music offerings of the society.

- To ensure that all classes/events operate within the rules of the appropriate music compensation licenses.

- To ensure the acquisition/renewal of appropriate music compensation licenses.

Webmaster:

Responsibilities:

- To update and manage all aspects of the DKSDS website as directed by the executive.

- To work closely with the Communications & Social Media Secretary, Marketing & Advertising Director, and Events Committee Lead to ensure consistency of message accross all communications channels.

Meetings

- There will be three types of meetings: general meetings, executive meetings, and Annual General Meetings (AGMs).

- General meetings:

- Quorum for general meetings shall be 2/3 of the executive and five (non-executive) members.

- A majority vote is needed to pass a motion (a majority signifying more than 50% of all members in attendance).

- An executive of the Society will be responsible for giving advance notice of all motions to be voted on at any meeting not less than 48 hours before the meeting. Notice must be sent to the society email list and posted on any society social media accounts or website.

- Executive meetings:

- Quorum for executive meetings shall be 50 per cent of the executive members.

- Executive meetings shall be used at the discretion of the executive to ensure the smooth operation of the Society.

- All members of the Society are permitted to join in Executive meetings, though notice of the meeting need not be given and general members will not have a vote.

- A "transition meeting" is an executive meeting following an AGM where the incoming and outgoing executive meet to transition responsibilities and credentials.

- Annual General Meetings (AGM):

- Quorum for an AGM shall be 2/3 of the executive and five (non-executive) members.

- The business conducted at the AGM shall be:

- Presentation on society activities for the year.

- Presentation on society financial position.

- Election of society executives.

- Voting on a motion will be conducted via a show of hands, though the society may decide by a simple majority to vote by secret ballot on a motion.

- A majority vote is needed to pass a motion.

- Notice of an AGM must be given to all members not less than two weeks before the AGM, and a Vice-President is responsible for delivering this notice.

Elections

- Elections shall be held at an AGM no later than March 31 of each year.

- A member who is voted upon by the executive in advance of the AGM and who is not running for a position up for election will be responsible for overseeing elections.

In the event that no member is voted upon by the executive, the members present at the AGM shall nominate and vote on a chair from the general membership.

This member responsible for overseeing elections may still vote in the elections.

- Nominations will be received via the society's email address during the two weeks preceding the AGM to facilitate scheduling of the AGM.

Nominations will be taken from the floor during the AGM at which the elections are taking place.

- Voting will be conducted by secret ballot.

- A majority vote is required to elect each position.

- In the event of a tie during an election the tied candidates will enter as the only candidates in an additional "follow-through" round of voting.

A member of the current executive voted upon prior to the AGM and who must not be running for the tied position will cast the tie-breaking vote in the event of a tie in the "follow-through" round of voting. This tie-breaking vote shall be casted prior to counting votes in the "follow-through" round of voting, validated by the member responsible for overseeing elections, and only revealed in the event of a tie in the "follow-through" round of voting. The person casting this vote may also vote regularly in the follow-through round of voting.

- In the event that only one person runs for a position, that person will be considered elected, unless a society member calls for a yes/no vote.

- Each member can hold at most one executive position at a time.

- All positions of the Executive must be re-elected every year. Current members of the Executive may be re-elected again. The maximum duration a person can be elected to the same position is 3 consecutive years.

- In the event that no member runs for a particular executive position(s) during an election, the elected executive shall continue to "transition meeting" and the vacant position shall be dealt with according to the "Vacancies" section.

Impeachment (Executive Roles)

- No member of the executive may be impeached without just cause, or in any manner not specified in this policy.

- Just cause is defined by this constitution as:

- Failing to attend four consecutive executive or general meetings.

- Failing to fulfill their duties without reasonable excuse, as determined by the membership.

- Conduct likely to result in de-ratification of the Society, or conduct likely to bring the Society into disrepute.

- Other gross misconduct.

- A vote to impeach an executive member can only be brought forth at a general meeting.

- At least 1 week advance notice of a motion to impeach must be given to the member up for impeachment, and that member must have the ability to speak in their defense before the vote is taken.

- A two thirds majority vote is required to impeach an executive member.

- Voting will be conducted by secret ballot.

Impeachment (Non-Executive Roles):

- A vote to impeach a non-executive role can be brought forth at an executive meeting.

- At least 1 week advance notice of a motion to impeach must be given to the member up for impeachment, and that member must have the ability to speak in their defense before the vote is taken.

- A two thirds majority executive vote is required to impeach a non-executive role.

Vacancies

- Executive roles may become vacant due to resignation, impeachment, a lack of candidates during election, or otherwise. In these situations a call for nominations will be made for the vacant position(s) via the mailing list and social media accounts. Upon receiving the first nominee, the remaining executive may majority vote an acting member from the nominees at an executive meeting until a special general meeting can be called whereupon a by-election will be held for the position(s) with the nominees as candidates.

Finances

- At least two signing officers must sign every cheque from the bank account of the Society.

- If a society uses a debit or credit card, they must retain all documentation related to the purchases. All receipts for purchases made with a debit or credit card, must be signed by two signing authorities and affixed to the appropriate bank or credit card statement.

- No one can sign a cheque made out to themselves.

- The budget will be drafted each year by an executive member, and will be passed by the executive at an Executive meeting.

Constitutional Amendments

- Any member may propose a constitutional amendment by submitting the proposed amendment in writing to the society email address.

- A motion to adopt/reject the proposed amendment will be voted upon at the next general meeting. The executive may vote to call a special general meeting prior to the AGM if warranted.

- Procedures for advance notice of motions and voting on motions as per general meetings will be in effect.

- All amendments must be approved or ratified at a general meeting.

Adherence to External Laws, Regulations and Policies:

- The society’s activities must not infringe upon federal, provincial, municipal laws or University regulations.

- The society’s activities must not infringe upon the Bylaws and Policies of the Dalhousie Student Union.