Constitution

Article 1: Name

This Club shall be known as the University of Victoria Ballroom Dance Club (UVBDC)

Article II Purpose

A. Philosophy

We believe that ballroom dancing improves the physical and social well being of individuals and enhances their quality of life

B. Goals

  1. To promote interest in social and international styles of ballroom dancing and other styles of social dance
  2. To create a social environment that encourages people to actively participate in ballroom dancing and other styles of social dance as a performing art, as a recreational and social activity, and as a competition sport.
  3. To encourage personal growth and development of club members.

C. Objectives

  1. To provide instruction at a variety of levels in both social and international styles of ballroom dancing and other styles of social dance.
  2. To provide social opportunities, workshops, and dances.
  3. To provide leadership opportunities through executive positions and other appointed positions.
  4. To encourage communication and friendship with other ballroom dance groups in the community, in the province, and elsewhere.

Constitution

Contents

By-Law I Membership
  1. Eligibility
  2. Membership Classifications
  3. Membership Fees
  4. Membership Privileges
  5. Restrictions
By-Law II Executive
  1. Powers
  2. Responsibilities
  3. Positions
  4. Meetings
  5. Running of the Executive
By-Law III Elections
  1. Eligibility for Office
  2. Term of Office
  3. Election Process

By-Law I Membership

A. Eligibility
  1. Membership is open to all people of all ages and abilities. However, club memberships must consist of only University of Victoria (UVic) students, A.Rec members (holders of Athletics and Recreation Activity Cards), and RecPlus members (holders of RecPlus cards). Of these members, 95% must be UVic Students, Faculty, or Staff.
  2. Membership in the club or participation in any given class may have to be limited due to space limitations.
  3. The executive will set a registration cutoff date for each class each term. In exceptional circumstances, a member of the executive can, at his or her discretion and in consultation with the appropriate instructor, allow a person to join the club after the cutoff date. The executive and instructor must be satisfied that allowing such a person into the club will not disrupt or hinder the activities of other club members. Full applicable fees must be paid on acceptance.
  4. Membership is subject to revocation by decision of the executive.
B. Membership Classifications
  1. Regular members:
    This group consists of people who are current University of Victoria Students, Faculty, or Staff.
  2. Community members:
    This includes anyone who does not fall into the category of regular member. They must purchase a Rec Plus Membership in order to join the club.
  3. Honorary members:
    1. Instructors of the UVBDC are considered to be honorary members.
    2. In this Constitution the term “member” does not include honorary members unless specified.
  4. Visitors
    1. Non-club members shall, if space permits, be allowed to participate in workshops upon payment of a drop in fee to be set by the executive.
    2. In this Constitution the term “member” does not include visitors unless specified.
C. Membership Fees
  1. All regular and community club members must pay membership fees.
    1. Exception: Executive members are not required to pay membership fees.
  2. Community members shall be charged the same fee as a regular member, but must first purchase a Rec Plus Membership.
  3. Honorary members are not charged a fee.
  4. Visitors are to pay a drop in fee for workshops. This fee is over and above any workshop fees charged to club members. Temporary Passes or Day Passes will also have to be purchased by the visitor for admittance to workshops occurring in Athletics and Recreation facilities. At the discretion of the executive the additional fee may be waived for members of other non-profit ballroom dance organizations from the Greater Victoria area.
  5. At the discretion of the executive, potential new club members may be allowed to attend one or two sessions before fees become due.
  6. The membership fees and other dues are set forth in Schedule 1. The fees may be revised by the executive and approved at any general meeting without the need to revise this Constitution.
  7. At the discretion of the executive, extra fees may be charged for some or all workshops.
D. Membership Privileges
  1. A member has the privilege of:
    1. receiving a membership card.
    2. attending general meetings.
    3. voting at general meetings.
    4. voting in club elections and referenda.
    5. attending scheduled practice times.
    6. enrolling in classes at and/or below their dance level.
    7. attending club events and workshops at club membership price.
    8. holding an appointed position on the executive if so appointed by the executive.
    9. participating on open committees.
    10. running for an elected position on the executive.
  2. An honorary member may receive a membership.
  3. A visitor may participate in worships if space permits.
E. Restrictions
  1. No club member, visitor, or guest shall receive payment for performing appointed dutites, but shall be reimbursed for expenses properly incurred on the club’s behalf.

By-Law II Executive

A. Powers
  1. The executive is empowered to carry out the day-to-day operation of the club.
  2. The executive is empowered to control numbers of members in any given class by either setting restrictions on total numbers or by setting appropriate cutoff times for registration.
  3. The executive is empowered to set membership fees.
  4. The executive is empowered to modify the club class schedule and syllabus.
  5. The executive is empowered to schedule classes, workshops, and practice sessions, taking into account the availability of instructors and dance space.
  6. The executive is empowered to select and sign on or hire instructors for the classes and workshops.
  7. The executive is empowered to appoint volunteers to the various Appointed Positions covered in the policy manual. However, in cases where more than one club member wishes to hold a given Appointed Pointed Positions and it is not reasonable or possible for them to share the position, the executive may choose to take the selection to a vote at a general meeting.
  8. The executive is empowered to authorize the spending of the club’s funding.
  9. The executive is empowered to determine the appropriateness and relevancy of all communications and announcements.
  10. The executive is empowered to deal with any complaints that may arise from club members and has the power to evict member from the club if necessary.
  11. The executive is empowered to enforce the regulations set forth in this Constitution and any derivative set forth within the confines of this Constitution.
  12. The executive is empowered to restrict access to classes based on skill level where necessary. This should only be enforced if it is apparent that a student is holding back the class. in the event that a student wishes to challenge the executive’s decision, he or she may arrange a private testing. The executive is not empowered to impose mandatory testing.
  13. The executive is empowered to create committees and appoint executive members to chair these committees.
  14. The executive is empowered to appoint or remove from appointment any club member to or from any non-elected executive or club position.
  15. The executive is empowered to, by vote of at least four executive officers in support and a two-thirds majority overall, remove any officer of the executive before the expiration of his/her term of office.
B. Responsibilities
  1. The executive is responsible for enforcing and abiding by the regulations set forth in this Constitution and any derivation set forth within the confines of this Constitution.
  2. The executive shall ensure that all club activities comply with the rules and regulations set forth by Athletics and Recreation and all terms of this Constitution.
  3. The executive shall endeavor to be fiscally responsible by setting and keeping a reasonable budget.
  4. The executive shall prepare budgets for the year and for the term. These must be ratified at a general meeting.
  5. The individual members of the executive are empowered to carry out the various duties associated with their position without consultation with the executive as a whole, although major decisions should always be brought before the executive.
C. Positions
  1. Elected
    1. The elected positions are offices. The respective elected persons are officers.
    2. All officers are to work in coordination and communicate with each other and the rest of the executive.
    3. An executive officer may hold only one executive position at a time unless temporarily assuming the duties of another officer as approved by the rest of the executive.
    4. The following offices and respective duties are responsibilities and exist unless the duties are delegated to other officers at the discretion of the officer responsible for them:
      1. President
        1. Coordinates the overall operation of the club.
        2. Checks club email a minimum of four times weekly.
        3. Ensures rooms and halls required for regularly scheduled club activities and workshops are booked.
        4. Calls executive and general meetings and actively chairs such meetings.
        5. Initiates election proceedings for election of executive officers as needed.
        6. Initiates procedures to amend the Constitution as needed.
        7. Can appoint the Vice-President to act on his or her behalf for specific tasks.
        8. Can appoint the Vice-President to act as President on his or her behalf for limited time periods.
        9. Ensures all club activities comply with the rules and regulations set forth by Athletics and Recreation and all terms of this Constitution.
        10. Notifies Athletics and Recreation of days when community members who are potential club members are to be admitted into Athletics and Recreation buildings without a pass (i.e. at the beginning of a term before a pass has been purchased).
        11. Attends all Recreational Sports Club Presidents meetings or appoints another executive officer to attend.
        12. Ensure the club continues to have representation on the Recreation Sports Club Council.
        13. Serves as a liaison between the club and Athletics and Recreation, with the contact being the Sports Club Supervisor.
        14. Submits a list of current executive members and their telephone numbers and signatures to the Sports Club Supervisor.
        15. Submits a report to the Sports Club Supervisor at the end of each term summarizing club activities and files a copy in the Club Archives.
        16. Reports the results of all club-associated competitions to the Sports Club Supervisor.
        17. Completes and submits to the Sports Club Supervisor an Accidental Injury Report form for any accidents requiring some form of medical attention that occur during on-campus or off-campus club activities.
        18. Oversees election process and has final say on applicants.
        19. Ensures that the club’s equipment is maintained and in good working order.
        20. Ensures any University equipment used by the club is not mistreated.
        21. Makes recommendations for club equipment and music purchases.
        22. Ensures the club maintains a good selection of danceable music.
        23. Is a signing officer for the club’s funds.
      2. Vice-President
        1. Coordinates the overall operation of the club.
        2. Checks club email a minimum of four times weekly.
        3. Liaises with the instructors to bring their concerns, suggestions, and recommendations to the attention of the executive.
        4. Makes recommendations to the executive body as to suitable instructors for classes and determines availability of such instructors. If the Vice-President deems it necessary, a committee can be struck to aid with the selection process.
        5. Acts as go-between and club negotiator during the appointment or hiring process for instructors, or requests the potential instructor(s) to attend an executive meeting.
        6. Liaises with the instructors or potential instructors during hiring and fee reviews.
        7. Ensures all instructors have, or receive, a copy of the club syllabus and understand its purpose.
        8. Ensures the appropriate dances and figures are taught at each level as specified in the club syllabus.
        9. Assists the President in any or all presidential duties.
        10. Assumes partial powers of the President if appointed to do so.
        11. Assumes the presidency if appointed to do so.
        12. Assists the President in overseeing election process.
        13. Is a signing officer for the club’s funds.
      3. Treasurer
        1. Handles cash, receipts, and expenditures.
        2. Collects membership fees and revenues from other club activities.
        3. Liaises with the Marketing and Development Officer from Athletics and Recreation in order to keep the executive informed of sponsorship options and methods.
        4. Ensures Sponsorship and Donation moneys are used as specified by the Marketing and Development Officer and the Sports Clubs Programmers respectively.
        5. Prepares annual and term budgets to be approved by the executive for the club and Athletics and Recreation.
        6. Keeps the membership fees schedule up to date (Schedule I).
        7. Submits purchase order requests, cherub requisitions, and deposits to the Accounting Representative at the Athletics and Recreation Office.
        8. Ensures executive members and club members are reimbursed for approved club-related expenditures and is authorized to provide such approval for minor expenditures.
        9. Maintains an up-to-date ledger that details all transactions of the club.
        10. Keeps a record of the current balance in the club’s account maintained by Athletics and Recreation.
        11. Provides an up-to-date financial statement for each executive meeting.
        12. Provides an up-to-date financial statement for each general meeting.
        13. Keeps receipts in case they are requested by Athletics and Recreation.
        14. Fills out any financial forms required by Athletics and Recreation, such as Budget Request Forms and Purchase Orders.
        15. Compiles for submission to the Sports Club Supervisor, with approval of the executive, an outline for use of self-generated funds left over at the end of the budget year for carry over of funds. This is to ensure the club remains in control for club funds.
        16. Is accountable for club funds.
        17. Is personally responsible for any funds generated by the club and not yet deposited into the club’s account.
        18. Ensures By-Law V is followed.
        19. Is a signing officer for the club’s funds.
      4. Secretary
        1. Registers club members.
        2. Issues membership cards.
        3. Ensures each member complete Membership Liability Waiver form once each term and maintains a record of who has done so.
        4. Sets a membership registration cutoff date with approval of executive.
        5. Ensures minutes are taken at each executive and general meeting and are distributed prior to the next executive and general meeting respectively.
        6. Compiles membership lists for the executive and for Athletics and Recreation.
        7. Ensures overall club composition complies with Membership Eligibility (By-Law I)
        8. Takes steps to ensure that only paid members or approved visitors and guests are attending club-only functions.
        9. Compiles a club members contact list (e.g. name, phone, e-mail).
        10. Files a copy of the minutes from each meeting in the Club Archives.
        11. Holds a copy of the Club Constitution, the guidebook from Athletics and Recreation Servies, and any documents, papers and contracts that are important to the club.
        12. Ensures new executive members receive a copy of the Constitution.
        13. Compiles and keeps a list of executive members and their contact and distributes the list to each member of the executive.
        14. The secretary may ask any other executive officer to assist them in registration and membership list completion.
      5. Events Coordinator
        1. Is responsible for the coordination of club formal events and workshops. This includes handling hall and band, or DJ, booking, advertising, and ticket sales.
        2. Is responsible for ensuring that all details of the event are taken care of: decorations, refreshments, door and game prizes, and other details as necessary.
        3. Is responsible for arranging volunteers as needed (e.g. for door duty, assisting with ticket sales, etc)
        4. Is responsible for maintaining budget targets as allocated by the club budget. It is advisable that an outline budget is prepared for each event and presented to the executive.
        5. Is to ensure the treasurer is aware of planned events and incorporates them into the budgets.
        6. Is to report back to executive with details of events such as number of attendees, budget realizations, and other details. This is to ensure the executive is aware of the overall details of events and also to help identify difficulties encountered and present or discuss solutions for future events.
  2. Appointed
    1. Web Manager

      It is up to the club President to ensure that the club website is kept up-to-date. In keeping with this, he or she may choose to appoint a Web Manager to take over the following responsibilies:

      1. Ensures that the online schedule is kept up-to-date.
      2. Ensures that the online calendar is kept up-to-date with events.
      3. Ensures that the executive page is kept up-to-date with photos and names of current executives.
      4. Liaisons with the UVSS regarding any website malfunctions.
      5. Endeavours to complete web-related tasks as requested by the executive where reasonable.

      If the President chooses not to appoint a Web-Manager, the above responsibilities will be taken over by him or her.

D. Meetings

Regular executive meetings are essential for a well-functioning club and give executive members an opportunity to communicate any issues, concerns, ideas, etc.

  1. Executive meetings must be held at least once a month during the Fall and Winter terms to discuss:
    1. the current state of the club.
    2. any issues withstanding from previous meetings.
    3. any new ideas for the advancement of the club.
    4. expenses.
    5. other agenda items that the executive consider necessary.
  2. Executive meetings may be called by the President, Vice-President, or by at least two other executive officers.
  3. Executive meetings should be announced at least one week in advance, but can be held upon shorter notice if four executive officers, including the President or Vice-President, agree.
  4. Only executive members may normally attend, but other persons may be invited by the executive to attend.
  5. At each meeting, the Secretary or a delegate will record the minutes of the meeting and subsequently distribute those minutes to the executive members.
  6. An agenda must be made for each meeting.
  7. Executive members are normally expected to attend meetings in person.
  8. Quorum shall consist of four executive officers, whether present in person or represented by proxy or by delegate, but not less than three executive members present.
  9. All motions shall be decided by a two-thirds majority vote.
  10. Only executive members, their proxies, or delegates shall have voting rights.
  11. Only in the event that quorum cannot be achieved (e.g. because more than two executive officers are out of town) may an officer appoint another member to vote on his or her behalf (proxy vote) or appoint a delegate, who is a club member, to attend and vote.
  12. A delegate must be approved by all of the remaining officers present at the start of the executive meeting.
  13. The president shall normally chair executive meetings.
  14. The chairperson shall not vote but can do so to either cause or block the necessary two-thirds vote.
  15. Minutes of the previous meeting must be approved at the next executive meeting (with corrections and amendments as necessary). Minutes of executive meetings are not adopted or amended until the next executive meeting.

It is important to note that although regular meetings are schedules, urgent problems/issues should be brought to the executive’s attention as soon as possible. Regular meetings can be an opportunity to discuss how to avoid these issues in the future.

E. Running of the Executive
  1. An issue that does not achieve a two-thirds majority vote shall be taken to a general meeting if the executive continues to be divided on the issue.
  2. Any vacancies on the executive should be filled as soon as possible by an election, but can be filled by a person appointed by the executive, or the duties can be taken over by another executive member, for a short time or for the remainder of the term if necessary.
  3. The executive may decide to have a committee to deal with large issues. When creating a committee, the executive may decide to hold a closed committee of executive members only or an open committee open to all club members. A committee does not make final decisions but merely proposes solutions. Final decisions are made by the executive, at a general meeting, or by referendum.

By-Law III Elections

A. Eligibility for Office
  1. To be eligible for any executive office, a person must:
    1. be a current UVic student for positions with signing authority.
    2. have been a member within the last eight months.
  2. An existing executive officer may run for any other office position but must give up the old position if successfully elected once the term of new office begins.
  3. A newly elected officer not yet in office may not run for any other executive office.
  4. A person may not be on any other Vikes Rec club executive at the same time as being on the UVBDC executive.
B. Term of Office
  1. Term of office shall normally begin May 1st or when the office becomes available if it is vacated early.
  2. All Office terms end on April 30th.
  3. A term of office also ends when:
    1. an officer resigns.
    2. an officer is removed from office.
    3. an officer has a leave of absence longer than six weeks.
    4. an officer has not been a member within the last six months.
C. Election Process
  1. Elections shall normally be held in March, or when an office becomes available and more than one member wishes to run for that office.
  2. Any position for which only one candidate is running shall be awarded by acclamation without the need for election.
  3. Where more than one executive office is up for election at the same time, officers shall be elected in the following order.
    1. President
    2. Vice-President
    3. Treasurer
    4. Secretary
    5. Events Coordinator

    This order is not to be construed as implying an order of importance.

  4. Voting shall be by written ballot.
  5. Voting shall, at the discretion of the executive, occur either during all regularly scheduled classes over a one week period or at a special election meeting.
  6. After counting, ballots shall be kept in sealed envelopes for a period of four weeks and then destroyed.
  7. Each newly elected officer shall be given a copy of this Constitution.

By-Law IV General Meetings

  1. General meetings must be held in October and February of each year. When necessary, additional meetings may be called.
  2. General meetings may be called by the President, or by the executive as a whole, or by written request signed by at least 10% of the current members of the club and presented to any member of the executive.
  3. Notification must be made at least one week in advance through all of the following:
    1. class announcements
    2. the club webpage
    3. email
  4. General meetings are open to all club members. Non-club members may not attend, unless by special invitation of the executive.
  5. Quorum shall consist of not less than four executive and six non-executive members.
  6. All motions shall be decided by a two-thirds majority vote.
  7. At each general meeting, the Secretary or a delegate shall record the minutes of the meeting and subsequently distribute those minutes to the executive officers and ensure a copy is put in the Club Archives.
  8. All club members in attendance, and only club members, or their proxies, shall have voting rights.
  9. Written proxy instructions, signed by the authorizing club member, must be carried by the person authorized to vote on his or her behalf. The person carrying the proxy instructions must be a club member and reserves the right to choose to vote them or not. All proxy votes are counted along with regular votes, regardless of whether they are needed to achieve quorum or not.
  10. The president shall normally chair general meetings.
  11. The chairperson shall not vote but can do so to either create or break a tied vote.
  12. Minutes of the previous general meeting shall be posted at least one week in advance of the general meeting and must be approved at the meeting (with corrections as necessary).
  13. Decisions made by the executive at any executive meetings that have occurred since the last general meeting must be ratified at the general meetings or they cease to remain in force.

By-Law V Referendum

  1. A referendum may be called by the President, by the executive as a whole, by passed motion at a general meeting, or by written request by at least 30% of the current members of the club and presented to any member of the executive.
  2. The executive shall appoint a Referendum Officer.
  3. Notification must be made at least two weeks in advance through class announcements and at least two of the following:
    1. a printed handout given during classes.
    2. the club webpage.
    3. email.
  4. Refernda are open to all club members. Non-club members may not vote.
  5. Quorum shall consist of not less than fifteen members.
  6. All motions shall be decided by a two-thirds majority vote.
  7. Voting shall be by written ballot.
  8. Every effort shall be made to ensure that all members of the club are given equal opportunity to vote.
  9. Voting shall, at the discretion of the executive, occur either during all regularly scheduled classes over a one week period or at a special referendum meeting.
  10. After counting, ballots shall be kept in sealed envelopes for a period of four weeks and then destroyed.

By-Law VI Funds

A. General
  1. The President, Vice-President, and Treasurer shall have signing authority over club funds. Two of these three signatures are required for all requests for funds from the club’s account. These members’ signatures must be put on file with the Sports Club Supervisor.
  2. All major financial transactions must be approved of by the executive and ratified at a general meeting.
  3. All funds designated, as self-generated revenue must be deposited in the club’s account in the Recreation Services within one week of receipt. Self-generated revenues are under the jurisdiction of Athletics and Recreation. A purchase order or cheque requisition is required to obtain money from the account.
  4. The allocated budget grant that the club receives each year from Athletics and Recreation will be deposited in the club’s account in the Recreational Services Office. Permission must be obtained from the Sports Club Supervisor to spend this money and a purchase order or cheque requisition to obtain it from the club’s account.
B. Budgets
  1. A budget prepared by the Treasurer and approved by the executive, and further approved by the club at a general meeting, must be made for each semester.
  2. The financial year the club runs by is from May until April.

By-Law VII Club Events

  1. The club shall put on at least one dance per term.
  2. Additional workshops, dances, camping trips, etc may be arranged by any member at any time through the Events Coordinator. The Events Coordinator should be notified with enough time given for the event to be properly planned and to be approved by the executive. Budgetary limitations for funding do exist as set out by the club budget.
  3. Any workshop or other event run under the club name or using club equipment or club facilities or run with the expectation of club funding must be fully sanctioned by the executive.
  4. Club events are open to all club members subject to availability of space and price.
  5. Club events should be announced to club members at least one week in advance of the event occurring by class announcements and if possible the following:
    1. a printed handout given during classes.
    2. The club webpage.
    3. email.
  6. All club functions are normally non-smoking events.
  7. At all club events the University of Victoria “Code of Student Conduct” policy applies to all attendees.

By-Law VIII Amendments

A. Constitution and By-Laws

The Constitution and By-Laws of the University of Victoria Ballroom Dance Club may be amended if the following are achieved:

  1. A referendum passing the amendments.
  2. A simple majority vote of the Recreational Sports Clubs’ Council as ratified by the Board of Directors.
B. Appendixes

The Appendices of the Constitution and By-Laws of the University of Victoria Ballroom Dance Club may be amended by a motion passed at a general meeting.

C. Schedules

The Schedules attached to the Constitution and By-Laws of the University of Victoria Ballroom Dance Club may be amended by a motion passed at an executive meeting.

By-Law X Limitations

Nothing in this Constitution shall be interpreted in a manner contrary to the Constitution or policies of the University of Victoria.