The Swing Dance Club Constitution

Article I - Name

The name of the organization chartered under this Constitution shall be The Swing Dance Club.

Article II - Purpose

The purpose of this organization is to stimulate interest in and provide historical knowledge and instruction in various forms of dance, primarily focusing on swing dancing. Additionally the club will strive to provide opportunities to use learned dance skills and make members aware of local and nearby dance events.

Article III - Membership

Section 1.

Membership in this organization will be non-discriminative with regard to ethnicity, creed, sex, age, religion, marital status, national origin or status with regard to public assistance of disability.

Section 2.

Membership is open to anyone (student or otherwise), but shall consist of no less than 25% Bemidji State University students.

Section 3.

Members must adhere to the Constitution to retain membership.

Section 4.

Members must pay their dues as stated in Article IV Sections I & II.

Section 5.

The Board of Directors may establish and enforce a deadline for new members to join and/or participate.

Section 6.

Membership benefits shall include, but not be limited to, participation in all instructional meetings, organizational fund-raisers, social gatherings, etc.

Section 7.

The Board of Directors may establish a probationary level of membership including limitations and allowances permitted within this membership.

Article IV - Finances

Section 1.

The Board of Directors shall establish a fee for membership. The fee may be based on a per session, and/or, a per semester basis.

Section 2.

The Board of Directors shall establish and enforce a deadline for membership dues to join and/or participate.

Section 3.

In the event the club should dissolve.

I. The club advisor shall be responsible for liquidating all non-monetary assets, either by appointment or personally, within one month of club dissolution.

II. 50% of the club funds shall be donated to the Bemidji State University Jazz Band fund; the remaining 50% shall be donated to the Bemidji State University Funtastic Dance Follies fund.

Article V - Officers and Board of Directors

Section 1.

The officers of this organization shall be President, Vice President, Secretary and Treasurer. All officer duties are defined in Addendum A.

Section 2.

The Board of Directors shall conduct all club business on behalf of the general membership. All officers shall serve on the Board of Directors. There may be additional members of the Board of Directors titled Directors at large, and there shall be one (1), three (3) or five (5) at large positions.

Section 3.

At least one half (50%) of the Board of Directors shall be Bemidji State University students.

Section 4.

Elections.

The club membership shall nominate, second and vote on their choices for Officers and Board of Directors.

Elections for President and Vice President shall be completed prior to commencement for the upcoming school year. The remaining Officers and at large Directors shall be chosen any time prior to the end of the first month of the first Semester (typically September).

The President shall be elected first via nomination and second followed by secret balloting at any membership meeting; and will hold an honorary position until student commencement, at which time he or she will assume the office officially.

The Vice President shall be elected second via nomination and second followed by secret balloting at any membership meeting; and will hold an honorary position until student commencement, at which time he or she will assume the office officially.

The Treasurer shall be elected third via nomination and second followed by secret balloting at any membership meeting.

The Secretary shall be elected fourth via nomination and second followed by secret balloting at any membership meeting.

The Board of Directors shall be elected last via nomination and second followed by secret balloting at any membership meeting. Members shall vote for their top one (1), three (3) or five (5) choices.

Section 5.

In the case of a Presidential vacancy the Vice President shall assume the office of the President. All other vacancies will be filled by special election during two meetings following the vacancy.

Section 6.

In the case of other officer or board vacancies the positions shall be filled via nomination and second followed by secret balloting at any membership meeting.

Section 6.

The term of each office shall be one academic year.

Article VI - Meetings

Section 1.

In this Constitution meeting refers to an instructional club member meeting; Board of Directors meetings are so named where intended.

Section 2.

All members shall have one vote during elections. All members of the Board of Directors shall have one vote at Board of Directors meetings.

Section 3.

A quorum shall be required to conduct business at Board of Directors meetings. A quorum shall be more than half (greater than 50%) of the Board of Directors.

Section 4.

The Board and the Advisor shall schedule board of Directors meetings.

Section 5.

Club meetings shall be held once per week, with a no less than two-day notice of cancellation, and shall include a minimum of 10 meetings per semester. The President, Vice President and the Advisor shall schedule the instructional meetings.

Section 6.

Board of Directors meetings will be structured in accordance with Robert’s Rules of Order Newly Revised when procedure comes into question or so requested by a present member.

Article VII - Advisor

Section 1.

An advisor will be selected from the Bemidji Sate University faculty or staff who will support and participate in the organization’s activities.

Article VIII - Amendments

Section 1.

The club membership shall approve any changes to the Constitution by a majority voice vote or secret ballot.

The Board of Directors, following three readings of the proposed amendments to the club membership, may amend this Constitution. Readings shall take place at three consecutive instructional meetings, and the membership present shall vote at the conclusion of the third reading.

Addendum A - Officer Duties shall include, but not be limited, to the following:

The President shall:

  1. Be responsible for club
  2. Create and distribute agendas to the Board of Directors (at least 3 days prior to meetings)
  3. Lead and call to order all meetings
  4. Establish ad-hoc committees
  5. Function as club liaison with the instructors and Advisor
  6. Promote and recruit membership for the club
  7. Chair Board of Directors meetings

The Vice President shall:

  1. Make sure Robert’s Rules of Order are followed
  2. Attend all meetings
  3. Lead meetings if president cannot attend
  4. Promote and recruit membership for the club
  5. Attend Board of Directors meetings

The Treasurer shall:

  1. Makes deposits
  2. Pays debts
  3. Balances the check book
  4. Provide financial updates
  5. Keeps clear financial records
  6. Collect dues and take attendance with Secretary
  7. Promote and recruit membership for the club
  8. Attend Board of Directors meetings

The Secretary shall:

  1. Reserve facilities for club activities
  2. Take minutes at meetings, word process them and provide to President within two days.
  3. Collect dues and take attendance with Treasurer
  4. Copy documents and pass them out when needed
  5. Promote and recruit membership for the club
  6. Attend Board of Directors meetings

The Board of Directors shall:

  1. Promote and recruit membership for the club
  2. Attend Board meetings
  3. Serve on ad-hoc committees

Ad Hoc committees may be established by Directive from the President, with a motion, a second and a majority vote of the Board of Directors to approve, and may include but not be limited to:

Communications committee

Promotions committee

Commencement Dance committee

Curriculum committee

Alumni committee

All officers’ records shall be transferred to the President elect at the end of the year, to be redistributed by the same to the new Board of Directors in the fall.

Addendum B - Instructors

Instructors do not have votes, but may function as additional club advisors.

The Instructors shall:

  1. Provide dance instruction
  2. Provide music/sound
  3. Inform officers of upcoming dances and events

The Board of Directors may endeavor to provide payment to instructors based on mutual affordability for the Club and identifiable costs incurred by Instructors.