BALADS Constitution

Designation and context
1. The name of the group shall be The University of Birmingham Guild of Students.

Ballroom and Latin American Dance Society, which maybe abbreviated/shortened to: BALADS. For the rest of this document, called the “group”.

It is recognised that this group is a constituent part of the University Of Birmingham Guild Of Students and must therefore fulfil all stipulations and regulations contained within the Memorandum, Articles of Association, bye-laws and policies thereof.
Guild Council, or the Student Groups Committee [SGC], acting on its behalf, may require the Group to amend this constitution to safeguard the interests of the Guild.
Amendments to a group Constitution, as approved by Annual General Meeting or Extraordinary General Meeting, shall not take effect until approved by the SGC.
Queries regarding interpretation should be referred to the Activities and Employability Officer (AEO) after consideration by the group committee.
This constitution, and any additional policies enforced by the group, will be available to all members at any time.

Objectives of the student group
1. The objectives of the group shall be:
  1. To organise classes for all levels of Ballroom and Latin American dancing.
  2. To compete in local and intervarsity competitions.
  3. To work towards medal tests and encourage members to pass.
  4. To raise the profile of Ballroom and Latin American Dancing across campus to encourage more members to get involved.
  5. To arrange social activities and educational trips for those people interested in Ballroom and Latin American Dancing.
2. All activities of this group must be related to the objectives.
3. Unless specifically required by the above objectives, membership and admittance to the student group activities shall be open to all University of Birmingham students. Membership of a student group should not be refused for any of the following reasons: race, religion or creed, sex, sexual orientation, colour, ethnic or national origin, political opinion, gender (including gender reassignment), age, marital status, pregnancy or disability. The Committee members shall ensure that activities of the group are pursued in the best interests of student members and independently of any political or religious group external to the Guild of Students.
Affiliations
1. The group may affiliate to the following bodies/organisations:
  1. The Intervarsity Dance Association.
  2. The Northern Universities Dances Association.
  3. British Rock and Roll Federation.
2. All changes to the above list of affiliations must be approved by the SGC
Address
1. The address for all correspondence shall be: Group Name, Student Groups, Guild of Students,Edgbaston Park Road, Birmingham, B15 2TU
Membership
1. The subscription for memberships shall be paid for by each member on an annual basis at the appropriate rate below (minimum £3 for societies; volunteering projects and associations are exempt from membership charges).
  1. The membership fee for this group shall be: £ 5
2. All societies must be open for all members of the Guild to join. Volunteering Projects may use a selection procedure if the nature of the activity requires it. Such discretion will be granted by the SGC and can be reviewed or revoked at any time. Associations are restricted to those who self-define as being a member.
3. Membership of this group shall be open to all Full and External Members of the Guild, subject to the Guild’s byelaws and relevant legislation. Acting as a committee member shall only be restricted in some situations with prior approval of the SGC to those who confirm in writing their support of the objects of the group, if the purpose of the group is the practice and advancement of a religion or belief.
4. Membership of the group shall itself not be deemed to confirm membership of the Guild or any of the privileges pertaining thereto.
5. External Members may participate in the activities of the group but not hold office.
6. A student group must submit membership data for all its members to Student Development.
Responsibilities of committee members
1. l
  1. To be responsible for the running and proper management of the group.
  2. To be responsible for the financial affairs of the group in line with the Guild’s Financial Procedures Manual.
2. To uphold the clauses contained in this constitution.
3. To uphold the clauses contained in the bye-laws, Memorandum and Articles of Association of the Guild of Students.
4. To represent the group at any meetings required by Student Groups.
5. 1. 1. To ensure their correct contact details are held by Student Groups.
    2. To ensure the group accounts do not become overdrawn without the agreement of the SGC.
    3. To be personally liable to the Guild for any debts owed by the group to the Guild (applicable to authorised signatories only).
    4. To ensure no other bank account exists for the group outside of the Guild. All financial transactions relating to the group must be dealt with through Student Groups.
6. The Group does not have the authority to enter into contracts with any external bodies, all such contracts or agreements require the authorisation of the AEO.
7. 1. The committee (excluding the AEO) should meet whenever required, but at least two times per term.
  2. The chair shall call a committee meeting at the request of any two members of the Committee.
  3. Every committee member shall be given at least two days’ notice of an ordinary meeting.
  4. In case of emergency, an emergency meeting may be held within less than 48 hours, provided that reasonable notice has been given to every member of the committee.
8. Any member of the group can recommend that a committee member be removed from office. This will then be referred to the AEO for investigation, with the final decision resting with the SGC, as outlined in the appropriate discipline procedure.
9. If any vacancies occur in the membership of the committee during its term of office, the committee will inform the AEO and Student Groups, the vacancy shall be democratically filled at an Extraordinary General Meeting as soon as is practical.
10. The AEO is an ex-officio member of the committee.
11. Financial liability shall be devolved to the Guild only where it can be shown that the relevant procedures have been complied with; all other liability rests with the committee members.
12. To organise couples for performances, pick and lead the performance squad, work with the publicity officer to promote the squad and to talk to teachers about routines and the presentation of the society.
13. Build and maintain relationships within the society. To represent society members by voicing any concerns raised in classes at committee meetings and to encourage students, non-students and local community to participate.
14. Where possible all committee members are expected to be present at the majority of classes and practices, particularly beginners’ practices, unless a valid reason is provided.
15. As representatives of the society, committee members are expected to present a positive and welcoming image of themselves.
16. Committee members may be required to attend certain competitions, at the discretion of the President and Team Captains.
Responsibilities of the President
1. To chair and co-ordinate the committee.
2. To ensure that the group is represented at meetings required by the Guild, and in any dealings with the Guild or other bodies.
3. To ensure that the group is represented at meetings required by UBS, and in any dealings with the UBS or other bodies.
4. To chair the Annual General Meeting and any other meetings, unless there is a conflict of interest, in which case another committee member shall chair the meeting.
5. To ensure that all committee members are performing their roles to the standard required in the constitution and to address any shortcomings fairly.
Responsibilities of the Treasurer.
1. To provide the committee with regular reports on the group’s financial status.
2. To liaise directly with Student Development so as to maintain and update the group’s accounts.
3. To advise the committee on the financial implications of all decisions taken.
4. To prepare a grant application requesting financial assistance from the Guild and to submit this application by the required deadline, if the group desires to request funding. Groups may apply for a grant to support some or all of the activities listed in their constitution. This funding should supplement the fundraising and budgeting efforts of the group, and should not be relied upon to ensure the sustainability of the group.
Responsibilities of the Secretary
1. To take minutes of the Annual General Meeting, Extraordinary General Meetings and committee meetings if required, and to submit copies of these to Student Development.
2. To maintain and update membership lists for the group, and ensure that Student Development has current records.
3. To deal with correspondence with members, interested students and external bodies.
4. To ensure that Student Development receives minutes and full details of the group’s committee within 10 days of the Annual General Meeting or any Extraordinary General Meeting.
Roles and Responsibilities of other committee members

Other committee members shall be:

Vice-President:
1. To deputise in the absence of the President.
2. To assist the President where required.
3. To chair the committee in the event of the President being called to order.
4. To organise the medal tests for all levels.
5. To organise the annual fundraiser, Strictly Brum Dancing.
Team Captain:
1. There will be two team captains.
2. At least one team captain must be elected. If the position is not filled, Extraordinary General Meetings will be called for as soon as is practical, until at least one team captain has been elected.
3. Encourage participation in competitions for members of all levels.
4. Advise competitors in ways to improve their dancing in a competitive environment.
5. Represent the university to the society’s affiliated bodies.
6. Organise entry to competitions.
7. Organise transport and accommodation.
8. Lead the team at competitions.
9. Handle any inquiries between the hosts and the team.
10. To maintain an inventory of, and to ensure that safety checks are regularly carried out on, all equipment; and to provide related information to Student Development.
11. In charge of the team wardrobe.
Social Secretary:
1. To organise regular socials for the group.
2. To organise regular socials for the team.
3. To liaise with promoters from different companies and arranges for group discounts and deals to try and make some of the socials held profitable to the society.
Publicity Officer:
1. To ensure the promotion of the group and its activities to encourage increased awareness of and participation in the group.
2. To promote the group and its activities to encourage sponsorship and donations.
3. To promote the Performance squad to other societies, clubs and outside the university.
4. Main Projects include Freshers Week, Re-Freshers week and our fund raiser Strictly Brum Dancing.

Annual General Meeting
1. There will be an Annual General Meeting at which the group committee members shall be elected for the forthcoming year, which must occur within 12 months of the previous elections, as far as is practically possible.
  1. The election of all group officers shall be carried out in a free and fair democratic manner (in line with Guild election regulations).
  2. All members (including present and potential committee members) are entitled to vote. Voting shall be first-past-the-post, carried out by secret ballot, unless there is only one candidate (in addition to the option to vote to Re-Open Nominations, which must be an option in every election) and if no-one objects, in which case, a show of hands will be permissible.
  3. In the event of two or more candidates receiving the same number of votes, the winner shall be selected by chance (e.g. flipping a coin or drawing straws).
2. Two term-time weeks’ notice of the Annual General Meeting shall be given to all members of the group and the AEO; the group should undertake all reasonable steps to encourage members to participate and to ensure that sufficient information about the roles available is available, promoting the elections through all available means.
3. Quorum for an Annual General Meeting shall be half of the total membership or twenty members; whichever is the lowest.
4. If the group has been newly recognised, they must conduct their Annual General Meeting within eleven term-time weeks of the approval by the SGC. In the interim period, the original proposers may form the inaugural committee in order to promote the group and recruit a membership base.
5. 1. The Annual General Meeting shall follow the following format:
  2. Approval of the minutes of the last meeting.
  3. Matters arising from the last minutes.
  4. Review of the year from the Chair.
  5. Financial report from the Treasurer, summarising the financial position and any significant issues during the course of the year.
  6. Reports from other officers as required.
  7. Amendments to the constitution (such as objectives, membership fee or committee roles).
  8. Elections to the committee for the following year. Any member can nominate themselves.
  9. Any Other Business.
6. Subsequent to the Annual General Meeting, the new Officers will book a handover meeting with a member of Student Groups staff within two term-time weeks. Only at that meeting, when the newly elected committee have signed the committee declaration, will officers assume responsibility for all matters relevant to their elected post and committee member status, including all business undertaken by their respective predecessors.
Extraordinary General Meetings
1. Extraordinary General Meetings may be called to discuss urgent matters that cannot be postponed until the next due Annual General Meeting
2. Reasons for an Extraordinary General Meeting may include, but are not limited to: amendments to the constitution, election of an officer to a vacant position, responding to a threat to the reputation or sustainability of the group.
3. Extraordinary General Meetings may be called following a request by any two committee members, any ten members of the group or the SGC.
4. One full term-time week’s notice is required for any Extraordinary General Meetings, and all reasonable efforts should be made to make members aware of the meeting.
Cessation of Recognition and discipline
1. The SGC may derecognise the group or instigate other disciplinary action if any of the following are found to be the case:
  1. The group is financially inactive for six months or more, or the group accounts are overdrawn.
  2. The group has less than the minimum number of members (20 for societies, 10 for volunteering projects).
  3. The group is found to have acted outside of its own constitution or the Guild’s Memorandum and Articles of Association, bye-laws, policies and procedures.
  4. Any of the declarations of the authorised signatories are found to be false.
  5. The group has not been taking due regard for the safety of members, this failing to meet the expected duty of care could include negligence or not submitting risk assessment forms for all activities.
  6. The committee members have not attended all required training sessions or meetings.
  7. The group has caused reputational, legal or financial harm to the Guild of Students.
2. The AEO shall invite any group being considered for derecognition or disciplinary action to a meeting of the SGC to provide information and appeal against the decision, but attendance by group representatives is not essential for decisions to be made.
3. Although the SGC cannot derecognise an association, it can require an Extraordinary General Meeting to elect a new committee, or enforce other disciplinary actions.