The DalKing's Swing Dance Society Constitution
— Last updated March 2023 —
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. The Society means The DalKing’s Swing Dance 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.
The Union - The Dalhousie Student Union, a body corporate under the laws of Nova Scotia, also known as DSU.
University - means Dalhousie University and/or University of King’s College according to context
Ordinary Resolution – a resolution requiring a simple majority of more than 50 per cent of those entitled to vote.
Special Resolution - means a resolution passed by not less that two-thirds (or 66%) of such members entitled to vote as are present in person or by proxy, where proxies are allowed, at a general meeting of which notice specifying the intention to propose the resolution as a special resolution has been duly given.
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.
Registrar - means the Registrar of Joint Stock Companies appoint under the Nova Scotia Companies Act The DalKings Swing Dance Society is a Ratified Dalhousie Student Union General Interest Society.
Article 1. Name
1.1 This organization shall be called the Dalhousie University and King’s College Swing Dance Society, sometimes abbreviated to DSDS, DKSDS, DalKing’s Swing Society, or DalKingSwing.
Article 2. Objectives
2.1 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;
When possible; expose the Halifax and Dalhousie communities to local talent, such as professional dancers, dance instructors, and live jazz, blues and swing bands;
When possible; 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.
Article 3. Membership
3.1 Eligibility. Membership is open to all Dalhousie students, King’s students, students of other universities, members of the community, their families, and their friends. One becomes an active member during an operating year if one is on the executive, holds a non-executive position and those having taught, acted as a DJ, registered for classes or attended a society event during that year. The Dalhousie and King’s Students as well as the Community members are eligible to vote during the AGM annually.
3.2 Member Registry - The DalKings Swing Dance Society will maintain a list of active members. This mailing list will serve as the official communications channel between the DalKings Swing Dance Society and its members.
3.3 Membership in the Society is not transferable, and shall cease:
3.3.1.Upon death, or
3.3.2.If the member resigns by written notice to the Society, or
3.3.3.If the member ceases to qualify for membership in accordance with this Constitution, or
3.3.4.If, by a vote of the majority of the members of the society or a majority of the Executive of the Society at a meeting duly called and for which notice of the proposed action has been given, the Member’s membership in the Society has been terminated.
Article 4. Executive (Voting) Officers
4.1 The following criteria shall apply:
4.1.1. The executive will be made up of at least three roles.
4.1.2. At least one executive and a signing authority must be a Dalhousie Student in good academic standing as defined by the Dalhousie Student Union.
4.1.3. At least three executive members must be students of either Dalhousie University or The University of King's College.
4.1.4. Executives shall not receive honoraria, unless approved by the Vice-President, Internal.
4.1.5. Additional officer positions may be created by an ordinary resolution at a general meeting of the society.
4.1.6. Voting positions will be determined by Election per Article 7 (Elections).
4.1.7. Vacant Voting positions will be filled as per Article 10 (Vacancies).
4.1.8. Appointed positions (both executive and non-executive) will be voted upon at the first executive meeting following a "transition meeting" (see meetings section).
4.1.9. 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.
4.1.10. Appointed positions (both executive and non-executive) are vacated following a "transition meeting."
4.2 Dal Student - Vice President
4.2.1. To keep records in accordance with DSU policy.
4.2.2. To be a signing officer.
4.2.3. To attend all mandatory training.
4.2.4. To be a PEO.
4.2.5. To hand the signed waivers into the DSU office.
4.2.6. To submit risk assessments.
4.2.7. To book rooms for meetings.
4.2.8. To submit ratification application.
4.2.9. To serve as the main point of contact for communication with the DSU and Dalhousie venues.
4.2.10. To act as Chair at meeting if the President is unavailable
4.2.11. To manage applications for Society Grants to the DSU, and aid members in applying for individual Member Grants through the DSU.
4.2.12. To read and understand DSU Grants Policy.
4.3 Student 3 - Co-Chair, Student Engagement Committee
4.3.1.To act as co-chairs of the Student Engagement Committee.
4.3.2.To attend all mandatory training.
4.3.3.To be a PEO.
4.4 President
4.4.1. To schedule meetings.
4.4.2. Ensuring the appropriate people are made aware of and invited to meetings.
4.4.3. To set agendas for meetings.
4.4.4. To chair meetings.
4.4.5. To deliver the announcement of Annual General Meeting (AGM) via the mailing list at least 2 weeks prior to an AGM.
4.4.6. 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.
4.4.7. To be a signing officer
4.4.8. To ensure the smooth operation of the society.
4.4.9. 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.
4.4.10. To maintain a list of procedures for Annual General Meetings in accordance with DSU policies.
4.4.11. To work with the Events Committee Lead and Communications & Social Media Secretary to ensure the plans for Annual General Meetings satisfy DSU requirements.
4.4.12.. To be a PEO.
4.5 Secretary
4.5.1.To act as Chair if President and Vice President are unavailable.
4.5.2.To send out agendas for the meetings.
4.5.3.To take minutes of meetings.
4.5.4.To collect and disseminate information to members.
4.5.5.Provide notice to all members regarding upcoming meetings and motions.
4.5.6.To maintain a membership list.
4.6 Treasurer
4.67.1.To oversee the finance committee.
4.6.2.To be a signing officer.
4.6.3. To create and maintain the annual budget in accordance with DSU regulations.
4.6.4.To manage all the bank accounts.
4.6.5.To create any invoicing that needs to be done.
4.6.6.To handle deposits and withdrawals.
4.6.7.To present budget updates at meetings.
4.7 Marketing and Communications Director
4.7.1. To oversee the Marketing Committee.
4.7.2. To maintain social accounts and communicate to the public our activities.
4.7.3. Provide notice to all members regarding upcoming events.
4.7.4. To oversee Facebook, the website, the newsletter, and any other social media of the Society.
4.7.5. To plan and oversee advertising campaigns.
4.7.6. To oversee photo, video and advertising libraries.
4.7.7. To be a PEO.
4.8 Events Committee Director
4.8.1. To oversee the Events Committee.
4.8.2. To create a schedule of events throughout the year.
4.8.3. To be a PEO.
4.9 Non Voting Positions (appointed):
4.9.1. Head Teacher
4.9.1.1. To maintain a list of dance instructors for the society.
4.9.1.2. To ensure an adequate supply of skilled instructors for all events/classes offered by the society.
4.9.1.3. To communicate with and ensure that instructors are available as required for all classes and events of the society.
4.9.1.4. To assign instructors to classes and maintain a class schedule visible by all instructors and the DKSDS executive.
4.9.1.5. To communicate between the DKSDS executive and instructors.
4.9.1.6. To act as the main point of contact for any issues/concerns related to the content of classes.
4.9.1.7. To determine class offerings to meet the objectives and constraints defined by the executive.
4.9.1.8. To develop and alter the dance curriculum to be delivered during all classes/events offered by the society.
4.9.1.9. To conduct instructor training as necessary to enhance/maintain the necessary skill level of society instructors.
4.9.2. Head DJ
4.9.2.1. To maintain a list of DJs for the society.
4.9.2.2. To ensure that DJs are available as required for all events of the society.
4.9.2.3. 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.
4.9.2.4. To ensure the safe, continued delivery, setup, operation, and storage of all DJ equipment.
4.9.2.5. To communicate between the DKSDS executive and DJs.
4.9.2.6. To act as the main point of contact for all DJs and any issues/concerns related to the music offerings of the society.
4.9.2.7. To act as the main point of contact for any questions about appropriate playlists by musicians/bands playing live events for the society.
4.9.2.8. To ensure that all classes/events operate within the rules of the appropriate music compensation licenses.
4.9.2.9. To ensure the acquisition/renewal of appropriate music compensation licenses.
Article 5. Meetings
5.1 There will be three types of meetings: general meetings, executive meetings, and Annual General Meetings (AGMs).
5.2 General meetings
5.2.1. A general meeting may happen at any time and shall be called if requested by the President or Vice Presidents, or by a majority of the Executive members, or if requested by 5 members.
5.2.2. Notice to the membership is required for a general meeting.
5.2.2.1. The notice must specify the date, time, and place as well as the purpose of the meeting.
5.2.2.2. Notice must be delivered to the membership six(6) days prior to the meeting.
5.2.2.3. Notice must be sent to the society email list and posted on any society social media accounts or website.
5.2.3.At any meeting, every member shall have one vote and no more and there shall not be proxy voting. Any member may vote at a General Meeting.
5.2.4.Quorum for general meetings shall be 2/3 of the executive and five (non-executive) members. No business shall be conducted at any meeting unless a quorum is present to open the meeting, and, upon request, before any vote.
5.2.5.A majority vote is needed to pass a motion (a majority signifying more than 50% of all members in attendance). Voting is by show of hands.
5.2.6.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.
5.2.7.The business of a general meeting may be routine business, or may be special business such as
5.2.7.1. Consideration of matters affecting fundamental operation of the society
5.2.7.2. Confirmation of appointments to the executive in the case of vacancies filled between Annual General Meetings
5.2.7.3. Recall of executive members
5.2.7.4. Direction to the executive where the Executive is unable to agree on a course of action
5.2.8.Emergency Meetings
5.2.8.1. Where the matter under consideration is of such urgency as to render the above notice provisions infeasible, notice of 24 hours may be given.
5.2.8.2. An Emergency must be called by at least five (5) Society Members, including at least 2 Executive members.
5.2.8.3. Resolutions passed at an Emergency Meetings may be acted upon, but are provisional until ratified at a General Meeting following proper notice provisions.
5.2.8.4. All other provisions for General Meetings pertain.
5.3 Executive meetings
5.3.1.Quorum for executive meetings shall be 50 per cent of the executive members.
5.3.2.Executive meetings shall be used at the discretion of the executive to ensure the smooth operation of the Society, at least five (5) times in an operating year.
5.3.3.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.
5.3.4.A "transition meeting" is an executive meeting following an AGM where the incoming and outgoing executive meet to transition responsibilities and credentials.
5.4 Annual General Meetings (AGM)
5.4.1.An Annual General Meeting shall be held within three months after every fiscal year end, no later than March 31 of each year.
5.4.2.Notice to the membership is required for an annual general meeting.
5.4.2.1. The notice must specify the date, time, and place as well as the purpose of the meeting.
5.4.2.2. Notice must be delivered to the membership fourteen (14) days prior to the meeting.
5.4.2.3. Notice must be sent to the society email list and posted on any society social media accounts or website.
5.4.3.Quorum for an AGM shall be 2/3 of the executive and five (non-executive) members.
5.4.4.At the Annual General Meeting, every member shall have one vote and no more if they have attended one previous class, event, or meeting and there shall not be proxy voting.
5.4.5.The business conducted at the AGM shall be:
5.4.5.1. Receive the minutes of the prior AGM
5.4.5.2. Presentation on society activities for the year.
5.4.5.3. Presentation of the financial report of the Society
5.4.5.4. Election of society executives; and
5.4.5.5. Consideration of goals and objectives for the coming year.
5.4.6.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.
5.4.6.1. A majority vote is needed to pass a motion.
5.5 In the case where a meeting is called for the purpose of winding up the Society,
5.5.1.If quorum is not present within one-half hour from the time appointed, it shall be adjourned to such time and place as a majority of the members present shall decide. Notice of the new meeting shall be given, and at the adjourned meeting the members present shall constitute quorum for the purpose of consideration of the special resolutions to effect the winding up of the Society.
Article 6. Elections
6.1 Elections shall be held at an AGM.
6.2 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.
6.3 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 also be taken from the floor during the AGM at which the elections are taking place.
6.4 Voting will be conducted by secret ballot.
6.5 A majority vote of present members is required to elect each position.
6.6 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.
6.7 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.
6.8 Each member can hold at most one executive position at a time.
6.9 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.
6.10 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.
Article 7. Finances
7.1 At least two signing officers must sign every cheque from the bank account of the Society.
7.2 If the 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.
7.3 No one can sign a cheque made out to themselves.
7.4 The fiscal year end of the Society shall be the last day of February.
7.5 The Executive shall annually present to the members, usually at the AGM per Article 5.4, a written report on the financial position of the Society. The report shall be in the form of:
7.5.1.A balance sheet showing assets, liabilities, and equity; and
7.5.2.A statement of income and expenditures in the preceding fiscal year.
7.6 A copy of the financial report shall be signed by two executive members.
7.7 The budget will be drafted each year by an executive member, and will be passed by the executive at an Executive meeting.
7.8 The Society may not borrow money, nor make loans nor guarantee loans to any executive member.
7.9 Officers shall serve without remuneration and shall not receive any profit from their positions. However, an officer may be paid reasonable expenses incurred in the performance of their duties.
Article 8. Impeachment of Executive Roles
8.1 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:
8.1.1.Failing to attend four consecutive executive or general meetings.
8.1.2.Failing to fulfill their duties without reasonable excuse, as determined by the membership.
8.1.3.Conduct likely to result in de-ratification of the Society, or conduct likely to bring the Society into disrepute.
8.1.4.Other gross misconduct.
8.2 A vote to impeach an executive member can only be brought forth at a general meeting.
8.3 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.
8.4 A two thirds majority vote is required to impeach an executive member.
8.5 Voting will be conducted by secret ballot.
Article 9. Impeachment of Non-Executive Roles
9.1 A vote to impeach a non-executive role can be brought forth at an executive meeting.
9.2 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.
9.3 A two thirds majority executive vote is required to impeach a non-executive role.
Article 10. Vacancies
10.1 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 to the temporary acting role a nominee 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.
Article 11. Committees
11.1 Committees can be formed at anytime by executive decision to fulfill duties as required by the board of executives.
11.2 Committees must be chaired by a member of the Executive or a person deemed responsible for said committee by the executive with a majority vote.
11.3 Committees formed will be considered autonomous from the executive and run as the committee chair and committee sees fit.
11.4 Committee chairs may be removed from their responsibilities as chair by a 2/3 vote by the Executive as per Article 9 (Impeachment of Non-Executive Roles). An Executive chair removed from the Committee Chair position is not removed from their Executive position.
11.5 Committees must receive Executive approval to formally schedule new events and submit expense requests to spend money. The Executive reserves the right to submit recommendations and changes back to Committees should concerns or clarification be raised.
11.6 Committees cannot be considered legally at fault should issues arise during committee functions and are considered protected by the Dalking Swing Dance Society Banner.
Article 12. Constitutional Amendments
11.1 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.
11.2 Any member may propose a constitutional amendment by submitting the proposed amendment in writing to the society email address.
11.3 A special resolution 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.
11.4 Procedures for advance notice of motions and voting on motions as per general meetings will be in effect.
11.5 All amendments must be approved or ratified at a general meeting, by sixty-six percent (66%) of voting members present.
Article 13. Adherence to External Laws, Regulations and Policies
12.1 The society’s activities must not infringe upon federal, provincial, municipal laws or University regulations.
12.2 The society’s activities must not infringe upon the Bylaws and Policies of the Dalhousie Student Union.
12.3 Where The Society is incorporated under the Societies Act of Nova Scotia, no amendment to this constitution shall take effect until the Registrar approves of it.