The constitution is a set of rules that the SUBLDS will abide to. Any questions on the following can be put forward to the committee.
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7. General Meetings.
8. Extraordinary General Meetings.
11. Constitutional Amendments.
It will be a part of the University of Southampton Students’ Union Performing Arts.
The Society shall exist to-
- provide facilities for instruction,
- promote a greater interest in and knowledge,
- encourage the inclusion in appropriate University events,
- participate in competitions,
of Ballroom Dancing.
Membership of the Society shall be open to all full members of the Students’ Union, upon payment of the membership fee as set out by the Society’s Committee.
Associate or Temporary members of the SUSU may become Associate members of the Society upon payment of the membership fee. Associate and Temporary members shall be entitled to full rights and privileges as members except that they may not hold office, or nominate or vote in elections.
Membership of the Society shall be for life upon the payment of a single sum as decided by the Committee.
The Societies Officer must always be provided with an annual up to date copy of all member names.
Expulsion of members
a) The Committee shall have the power to expel any member from the Society, after discussion with the Societies Officer, on the grounds of misconduct, or for conduct of a nature opposed to the objects of the Society and SUSU.
b) Where any member of the Society is expelled by the Committee, a report of the matter shall be made to the next General Meeting of the Society.
c) Students who are expelled from any Society have the right of appeal to the Societies Committee.
The officers of the society shall be –
a) The President,
The President is the figurehead of the Society to all external interests. S/he is responsible for any other tasks that do not come under the jurisdiction of other committee members (see below).
b) The Treasurer,
The Treasurer shall maintain the accounts of the Society, which shall be available for examination at the AGM, by the Societies Officer or VP Student Engagement. Any funds spent by the Society must follow SUSU regulations and be authorized by the Treasurer and the President.
c) The Secretary,
The Secretary shall keep minutes of Society meetings which shall be available to the Societies Officer or VP Student Engagement if required. It is the responsibility of the Secretary to deal with all communications on behalf of the Society and its committee. The Secretary shall produce and maintain a list of all members, including up to date contact details, which shall be available to SUSU.
- 5. Committee.
The administration and management of the Society shall be the responsibility of its committee.
- (i) The committee shall consist of the Officers,
a minimum of one and a maximum of seven Ordinary Members,
a Alumni Representative,
and two First Year Representatives.
(ii) The Committee shall consist of a maximum of thirteen persons.
- A quorum of the Committee shall consist of not less than 50% of the total number of committee members, of whom three must be officers.
- Each member of the Committee shall have one vote. The presiding Officer, in order of precedence as in Clause 4, shall have a casting vote.
- If a member of the Committee fails to carry out the duties reasonably expected of him/her and all other members of the Committee are in unanimous agreement, then the following procedure may be used:
(1) The President must notify the person of the dissatisfaction of the Committee and discuss the possibilities open to them.
(2) If the person shows no subsequent sign of improvement then the President may then call an Extraordinary General Meeting, in accordance with this Constitution, tabling a motion of no confidence in the Committee Member. Before the Extraordinary General Meeting is called at least one member of the Society must have been found who is prepared to run for the position.
(3) At the Extraordinary General Meeting standard election procedures shall be followed in accordance with this Constitution.
- In accordance with the rules of the Student Union only present students who are members of the University Student Union may be Officers and all other Committee members must be a member of the Student’s Union.
- Any member of the Society may be co-opted onto the Committee by unanimous decision of the committee at a general meeting. A co-opted member is not counted for the purposes of section 5(a) (i) and (ii). Co-opted members need not be present students.
- Elections for the Officers and all other Committee members, barring the First Year Representatives shall take place at the Annual General Meeting. The First Year Representatives shall be elected at a general meeting before December 1st of each year.
- Nominations for all posts (except First Year and Postgraduate Representatives) shall be submitted in writing by a date prior to the Annual General Meeting, set by the Committee.
- In the event of a contested position the candidates shall be given an opportunity to address Society Members for a maximum of one minute each.
- All elections are to be by secret ballot.
- Members of the Society are only eligible to vote if they are present student members of the University Student Union, or an affiliated Student Union.
- (i) The counting of votes is to be done by the Officers of the Society, in order of precedence as in Clause 4. Any member of the Society may object if he/she feels that the Officer involved has an interest in the results.
(ii) Where one of the Officers may have an interest in the result, he or she may not take part in the counting procedures. In the case where all Officers have an interest in the results any two members of the Society as nominated by the Committee will be invited to count the votes under the supervision of the two highest Officers present.
- If an objection is raised by a Member of the Society under subsection (f)(i) the procedure set out in (f)(ii) shall be followed.
- If a full Committee is not elected for any reason, a Secretary shall be elected and s/he will be responsible for ensuring that elections for the remaining positions are held by the end of the summer term.
- Upon election of a new committee, the outgoing committee is responsible for overseeing the handover of responsibilities for a minimum of 2 weeks following the elections and ensuring that a handover pack is provided, where required, that will enable the new Committee members to carry out their role.
- Annual General Meetings.The Annual General Meeting of the Society shall take place in the Spring Term. This shall consider, inter alia, the following:
- Submission of reports of the year’s activity by the President and the Treasurer.
- Election of Officers.
In accordance with The Students Union guidelines there shall be 14 days’ notice prior to the start of an AGM, advertised to all members.
- Ordinary General Meetings.Ordinary General Meetings shall be held once per week. All General Meetings shall be by a majority of those present and voting.
- Extraordinary General Meetings may be called by the President or, in the President’s absence, by any other Officer, or by the Secretary on receipt of a written application from at least 10 members of the Society, together with a written statement of the objects for which the meeting is desired.
- At an Extraordinary General Meeting no business but that on the agenda shall be transacted.
- 24 hours notice of Extraordinary General Meetings shall be given through an email and facebook notification, together with a copy of the Meeting Agenda. The meeting must be held within 7 days of the request being given to the Society president.
- A quorum for an Extraordinary General Meeting shall be 16 members of the Society; if the meeting is inquorate it must be adjourned until sufficient Society members are present to make it quorate.
Voting: Every full member of the Society present at a meeting shall be entitled to one vote upon every voting matter. Only full members are entitled to vote and no proxy votes shall be accepted for any purpose
The Secretary of the Society shall be responsible for the keeping of minutes of all the meetings of the Society.
10.1 Permitting an Offbeat Team
- The Committee may, at its discretion, permit an Offbeat Team to be formed.
- The Offbeat Team shall exist to compete in the Offbeat section of competitions at which the Society is competing.
- The Offbeat Team routine must be choreographed to fully comply with the rules of the competitions at which it is to be performed.
- A budget may, at the discretion of the Committee, be made available to the Offbeat Team.
10.2 Running of the Offbeat Team
- The Committee may, at its discretion, invite proposals for an Offbeat routine. Following consideration of the proposals the Committee may elect to authorise a routine of its choice to be developed, but shall be under no obligation to authorise a routine if it is not satisfied with the submitted proposals.
- If an Offbeat routine is to be performed the Committee shall appoint an Offbeat Captain, who shall be a student member of the Society. The Offbeat Captain will be responsible for reporting progress to the Committee at such times and places as the Committee shall see fit.
- The Offbeat Team shall be selected from the people who attend the rehearsals. If there are more people attending rehearsals than places on the team the membership of the team shall be decided by a dance-off, based on the offbeat routine, judged by a panel of two Committee members and the Offbeat Captain.
- No Team places shall be assigned until rehearsals have begun in the Autumn Term. In the absence of competition for Team places (see para. 2.3. above) any disputes about allocation of places shall be referred to the Committee for a final decision.
- The Offbeat Team shall abide by the following timetable unless the Committee agrees to a variation:
(assuming a 10 week term)
|End of Week 4||Outline proposals to be submitted to the Committee for consideration|
|End of Week 6||Committee decision on the submitted proposals|
|End of Term||Worked up proposal, including numbers, anticipated costume requirements, music, estimated budget and a worked up outline illustrating the basic format of the routine|
|Autumn Term||Beginning of Week 1||Fully choreographed routine|
|End of Week 3||Rehearsals to begin|
|End of Week 8||Final budget to be presented and approved by the Committee|
- If the Offbeat Team fails to comply with the timetable the Committee may, at its discretion, give a formal warning, or shall otherwise disband the Offbeat Team and shall not release any funds to cover expenses incurred by the Team. A formal warning shall give 14 days within which to rectify any failures to comply with the timetable. Failure to comply with the warning will lead to the automatic disbanding of the Team. If there are less than 14 days until the date of the first competition no warning shall be given and the team shall be automatically disbanded.
The Society may affiliate to an external organization which is in line with the aims of the Society and which provides a direct benefit to its members. All external affiliations must be reported to the Societies Committee and to the SUSU AGM.
This Constitution may be amended at a General Meeting by a quorate majority vote of those present and voting, provided that any proposed amendments are displayed on the Society’s notice board at least 7 days prior to the meeting at which they will be considered. In the event of a tie the Officers will have the casting votes.
Amendments to the constitution shall be submitted to the Societies Officer in writing for consideration and approval by the Societies Committee.
The Secretary of the Society and the Societies Officer shall both keep a copy of the constitution.
The Society, in accordance with the Constitution of the Students’ Union, shall have a separate bank account.
The Society Treasurer, in accordance with the Constitution of the Students’ Union, shall be responsible for acting as treasurer of all the Society’s funds, under the supervision of the Treasurer of the Students’ Union.
The accounts of the Society shall be made up and submitted according to the rules of the Students’ Union.