LOUGHBOROUGH STUDENTS DANCE CLUB CONSTITUTION 1. TITLE The Club shall be called "Loughborough Students' Dance Club and the full club title (as above) must be used for all official club activities. 2. AIMS AND OBJECTIVES To foster and promote dance as performance, appreciation and recreation, providing opportunities for production, choreography and participation in dance shows and competitions. 3. AFFILIATION The Club shall form part of Loughborough Students Athletic Union and as such, shall adhere to all guidelines and policies as approved by its members at Loughborough Students Athletic Union General Meetings. The Club shall also be affiliated to 4. MEMBERSHIP Membership of the Club shall be open to all students of those institutions in membership of Loughborough Students Union (namely Loughborough University, Loughborough College and the RNIB Vocational College). At the discretion of the Club, members of staff at the above institutions and alumni may join the Club. Associate Membership The Club may apply to the Athletic Union to have a maximum of FIVE associate members per academic year. These non - student individuals would be expected to be high-class performers, who could contribute to the club in the following ways: (a) (b) (c) As a short term measure for the Club to enter a new league/competition which, with the current level of student players could not be sustained. As part of a Regional or National Academy To enhance the Club s activities Maximum numbers The Club s Committee must be aware of maximum membership level as indicated in its annual development plan and not permit over-subscription. The subscription fee shall be determined annually by Loughborough Students Athletic Union. This fee shall be paid by each member via Loughborough Students Union website, according to current policy. Members will not be permitted to take part in any
club activity until his/her subscription has been paid, with the exception of freshers and club trials at the beginning of the academic year. 5. CLUB COMMITTEE The Club s Committee are responsible for the day to day running of the Club and the positions must be held by current students. There must be at least one committee meeting every 2 weeks during university term time. If any committee member fails to uphold their responsibilities, the committee may call an emergency meeting to take a vote of no confidence. A vote of no confidence will be implemented if voted in favour by half the committee + 1. Votes cast during the Vote of No Confidence will be done by secret ballot and will only be viewed by the Chair, or the Vice Chair should the vote be held against the Chair. An emergency election would then be held to find a replacement. If no such replacement can be found, the task of the committee member will be divided between the other committee members. Before this vote of no confidence, a warning must be given to the committee member, first in a verbal form by the Chair (or Vice Chair in the case of the committee member in question being the Chair). The second warning would be written and include an invite to a meeting to discuss with the Chair person and relevant committee members if necessary. A Welfare Officer must be elected for each year by the oncoming committee for that year. The welfare officer need not be a committee member or sit on the committee but can be any member from within the club. If no one on the committee is suitable for the role, the role must be publicised to the club for members to put themselves forward and the final selection will be made by the committee. 6. DUTIES OF COMMITTEE MEMBERS Chair Responsible for overseeing the day to day running of the club and committee and to be the main point of contact for all members, coaches, committee and the Athletic Union. Compulsory attendance at the AU GMs and committee meetings which they will lead. Liaise with the AU in regards to the club s progress and potential, applying for relevant funding, implementing changes in how the club is run and setting development plans and competitive targets. To support the rest of the committee and coaches in their roles throughout the year. The Chair will be responsible for the organisation and promotion of Dance at the Student s Sports Bazaar and any events they wish to implement, for example, the Winter Showcase/involvement with alumni weekend. In his/her absence, the vice chair shall take the chair
Treasurer Vice Chair Responsible for the finances for the club, including both the AU Grant Account and the Club s Private Account. This involves managing both accounts, incomings and outgoing monies in accordance with Loughborough Students Union policies; including communicating with the AU, approving claims by club members and ordering equipment. Treasurer must decide the clubs budget for the year alongside the chair and submit this to the AU Attempt to find sponsorship for the club and liaise with potential sponsors. Responsible for supporting the Chair in everything he/she is working on. Main responsibility is to be the main point of contact between the club and coaches, this includes, running the coach auditions with the Chair, and employ new external coaches if needed. Support the coaches in their roles and ensure all admin work is completed by them on time. Organise termly meeting with coaches to ensure they are on track and helping the club develop. Responsible for checking on member s attendance at training sessions and ensuring members are attending, and if not, finding out if there are any problems or asking them to leave a team if their attendance falls below what is set as acceptable. Required to attended all AU GM alongside the chair and support him/her in all decisions they make. To fill in for the chair should he/she be unable to attend meetings, chair meetings in their absence and take on the title of acting chair in the event of a vacant chair position. Run weekly meetings alongside the Chair and to take minuets at these meetings, and send these minuets out promptly after meetings. Responsible for keeping track of memberships and managing the waiting list if memberships sell out at the start of the year and ensuring any refunded memberships take place and organised swiftly. To find and arrange all external competitions, including, fees, registration and transport. Social Secretary x2 Responsible for organising all club socials, this includes picking themes, organising activities and booking spaces for socials to be held; including Hey Ewe socials, welcome socials, Winter and Summer ball, pre show social, post comp social, team bonding activities and teacher/committee socials.
Social Secretary must also organise and attend the annual tour and will be responsible for all members on this tour and organising travel, accommodation, insurance and risk assessments Stash Rep The role of the Stash Rep is to ensure all members of the club have the appropriate Kukri Kit ahead of competitions. The role also includes responsibility over all equipment (costumes, speakers etc) and the maintenance and storage of these, designing and ordering all other club kit, including t-shirts for show, competition and socials and merchandise for competition. Stash rep must liaise with Kukri and understand their ordering system to assist club members with kit related enquires. Show Co-ordinator Shall be responsible for overseeing and organizing the annual show. The role of the show co-ordinator involves creating the theme for the annual show and organising a venue, lighting, media, sounds, dress rehearsals, programme, running order, refreshments, tickets, health and safety and choreography for the opening and closing numbers in the show. To liaise with various members of LSU staff including media and tech and the AU exec. Role involves being a point of contact for all coaches should they need assistance for their choreography for show. Show co-ordinator must work alongside the stash rep to collect in all costumes that belong to the club and add these to the inventory. Once the show is over, the show co-ordinator must assist other committee members in their roles. Competition Co-ordinator x2 Media Rep The two competition co-ordinators are responsible for planning and organising the Loughborough University Dance Competition. Competition co-ordinators must organise a venue, flooring, commentators, seating arrangements, competition social, technical staff, media, photographers, food, health and safety and judges. The role involves liaising with other universities to organise applications, payment and general enquires. The competition co-ordinators will be responsible for the upkeep of the Loughborough University Dance Competition, Facebook, Instagram and Twitter. Media Rep will be responsible for all media and promotional material for the club, including, updating the website, creating promotional material for any club event such as posters, flyers and programmes.
Liaise with the AU Marketing and Communications Officer to promote the club in AU newsletters and promotion through the Supporters Club and AU platforms (e.g. WOW Magazine). Mainly responsible for the club s social media platforms (Facebook, Instagram and Twitter) to keep current students, alumni and supporters up to date with events, shows, competitions and club news. 7. MEETINGS General Meetings A General Meeting shall be called by the Committee or by written request, signed by not less than one quarter of the membership. Two weeks notice of such meetings must be given by the Secretary to the membership and at least one such meeting should take place each term. Annual General Meeting/Election of Club Committee The election of Officers of the Club Committee shall take place at the Annual General Meeting of the Club, which shall take place the week either side of the first day of March each year. 8. QUORACY Quoracy at General Meetings and the Annual General Meeting shall be no less than 40% of the membership. Should such meetings be inquorate, then a further General Meeting shall be held within 15 days and will be automatically quorate. 9. VOTING All Club members shall have speaking rights at all meetings, BUT only current, registered student members of those institutions affiliated to Loughborough Students Union are entitled to vote. 10. AMENDMENTS TO CONSTITUTION Amendments to the constitution must be passed by two thirds of those present at a General Meeting or by 51% of the membership. All amendments must be ratified by Loughborough Students Athletic Union Executive Committee, who will then forward the same on to the Procedures Committee of Loughborough Students Union for approval. 11. DISSOLUTION In the event that the club is no longer able to carry out its activities, and thus folds, all assets will revert back to Loughborough Students Athletic Union.
March 2017