Constitution of the Columbia University Ballroom and Latin Dance Club

Article I – Name

  1. The name of this organization shall be the Columbia University Ballroom and Latin Dance Club.
  2. The Club may be hereafter referred to as also the Columbia University Ballroom Dance Club (CUBDC).
  3. CUBDC is a Club Sport of Columbia University and follows the rules and guidelines set in the Club Sports Constitution.

Article II – Purpose

CUBDC was created in 1998 in an effort to represent Columbia University in collegiate and amateur Ballroom and Latin dance competitions. The Club offers classes in International Standard, Latin, and social dancing. We encourage dancers of all levels of experience to join us in bringing Columbia to the top of the university ballroom community. Our Club also raises awareness of non-competitive ballroom on campus by offering social classes and other opportunities.

Article III – Membership

  1. Membership is open to all students, faculty, staff and alumni of Columbia University.
  2. To be fully recognized as a Club member in good standing, one must pay the full dues, attend weekly lessons, and attend practice regularly (see Bylaws for further details).
  3. Club members in good standing are eligible for reimbursements for competition registration fees, as well as voting privileges for the Executive Board.

Article IV – Meetings

  1. The Club holds lessons weekly at various locations to be announced at the beginning of the semester.
  2. Practices are held through out the week at various locations to be announced at the beginning of each semester.
  3. Competitions will be held on various weekends (two to five competitions per semester).
  4. Any special meetings of the Club will be announced through e-mail and at lessons.
  5. Executive Board members and Chairs will also meet regularly for administrative issues.

Article V – Officers

  1. Officers will comprise the Executive Board and Chairs. The composite group will be called Officers. Duties of all Officers:

    1. Participate in Board meetings
    2. Make an effort to be outgoing and promote Club unity
    3. Regularly check your e-mail (once a day) and respond to e-mails in a timely fashion
    4. Be aware of current Club happenings at all times
    5. Fulfill assigned tasks
    6. Be familiar with club rules and regulations

  2. Positions of the Executive Board:

    There shall be four positions on the Executive Board: President, Vice President, Treasurer, and Secretary. The Executive Board shall coordinate with each other to arrange the lessons and practices during Board meetings. At least one Officer or Chair shall be present at all times at lesson or practice.

    1. Duties of the President are as follows:

      1. Arrange Board meetings
      2. Coordinating Board – regularly checking in with each member
      3. Spokesperson to and for the Club
      4. Hold the role of the tie breaker in any voted situation. Will not place vote unless in case of ties

    2. Duties of the Vice President are as follows:

      1. Liaison between CUBDC and Club Sports – attend Club Sports meeting, handle Club Sports requests (constitution, safety plans)
      2. Take on President’s duties in case of absence
      3. Liaison to intramural affairs
      4. Set up workshops in addition to regular lessons
      5. Responsible for Club email address, checking at least twice a week
      6. Organizing and coordinating the formation team

    3. Duties of the Treasurer are as follows:

      1. Keep detailed budget of all expenses, including petty cash log
      2. Regular reports to the Officers on status of budget
      3. Oversee collection of dues
      4. Deposit money
      5. Pay instructors
      6. Competition transportation and registration
      7. With the Officers, develop next year's budget proposals.

    4. Duties of the Secretary are as follows:

      1. Edit e-mail list
      2. Collect gym waiver forms, roster
      3. Take attendance
      4. Update roster
      5. Handle space requests
      6. Take Board meeting minutes and send them to Board within two days of meeting

  3. Chairs

    There shall be a number of Chairs to be created or removed as seen fit by the Executive Board. The available number of Chair positions for application is subject to a full Officer vote.

    1. Duties of the Competition Chair are as follows:

      1. Coordinate each competition:
        1. Housing
        2. Partner matches
      2. Research competitions to set up semester calendar
      3. Act as liaison between CUBDC and competition officials

    2. Duties of the Big Apple Dancesport Challenge (BADC) Chair are as follows:

      1. Liaison between CUBDC Board & BADC Board
      2. In charge of coordinating BADC Board and the BADC

    3. Duties of the Social Chair are as follows:

      1. Plan two social events a semester
      2. Plan one shoe shopping trip per year
      3. Organize social class – find possible instructor, develop curriculum

    4. Duties of the Publicity Chair are as follows:

      1. Work on publicity for all Club events – showcases, social classes, BADC
      2. Liaison between CUBDC and other groups on and off campus
      3. Performances (fundraisers)
      4. Activities Day
      5. NSOP Meet & Greet

    5. Duties of the Webmaster are as follows:

      1. Update website regularly

  4. Election of Executive Board Members:

    1. Elected positions include: President, Vice President, Treasurer, and Secretary; any members in good standing may sign up to run for elected positions.
    2. Elections will take place no later than the first week of April in the Spring semester.
    3. All present members in good standing, except the President, may vote. The candidate with the most votes wins the position. The President will break ties.
    4. The new Executive Board members will participate in Board meetings after the election and will assume full responsibilities at the end of the Spring semester.
    5. Requirements for office: candidates must be full-time students of Columbia University, and must not be a rising senior or the equivalent.
    6. Requirements for President: candidates must also have served on the board for at least one year prior to running for President. Should there be no qualified candidates, the board reserves the right to review additional candidates and determine ability to lead the team.
    7. If the case of insufficient number of candidates, the size of the Executive Board can be reduced, but must maintain at least three positions: President, Vice President and Treasurer.
    8. If a position is vacant, the Executive Board may appoint an interim Officer to serve until the next election.

  5. Application of Chairs:

    1. Applied positions include: Competition Chair, BADC Chair, Social Chair, Publicity Chair, Webmaster or other chairs; any members in good standing may apply for the above positions. Current Board members and newly elected Board members will choose the chairs from the candidate pool.
    2. If a position is vacant, the Executive Board may appoint an interim Officer to serve until the next election, or leave the chair vacant and distribute the responsibilities amongst the remaining board members.

  6. Impeachment of Officers:

    1. Non-Presidential Position- Failure to fulfill duties as specified will be subjected to impeachment by majority vote of Officers. The President will not vote and hold the role of the tiebreaker if needed.
    2. President- Failure to fulfill duties as specified will be subjected to impeachment by majority vote of Officers.

Article VI – Funding

  1. The budget shall be allocated along the following guidelines: instructor/coaching fees, competition registration fees, club equipment, BADC, and any social events.
  2. Vice President must attend Club Sports meetings.

Article VII – Affiliations

  1. The Columbia University Ballroom and Latin Dance Club (CUBDC) is affiliated with with USA Dance.

Article VIII – Advisors

  1. Advisor to the Club is the current director of Columbia University Club Sports, Brian Jines.

Article IX - Recreational Sports Consultants

  1. The Executive Board will decide whom to hire as the Club Recreational Sports Consultants, and determine their salary and duties.
  2. Recreational Sports Consultants must fill out and file necessary forms for building access and payroll.

Article X – Ratification

  1. The constitution will be ratified by a 2/3 vote of the Executive Board.

Article XI – Amendments

  1. Amendments to this constitution may be suggested at the end of the academic year. All Executive Board members (present and upcoming) may vote on the amendment. A simple majority is needed to accept the amendment.

Article XII – Liability

  1. The Columbia University Ballroom Dance Club and members of the CUBDC Board are not responsible and will not be held accountable for any injuries that any of its club members may incur during classes, practices, competitions, or any Club sponsored events.

Article XIII – Bylaws

  1. Members in good standing are defined as those who support the Club, pay full dues, attend weekly practice, have fewer than 3 absences from class per semester, and are recommended to attend at least one competition per semester.
  2. Dues are to be determined by the Executive Board at the beginning of each academic year.
  3. The Club will reimburse registration fees for Club-sponsored competitions. However, the Club will not be responsible for any late registration fees and will not be responsible for any cancellation fees. If an individual decides to not attend a competition, the member will be responsible for the amount paid by the Club for the individual's registration and/or transportation.
  4. The Club will not guarantee reimbursement of transportation fees; however, the Club will try to subsidize transportation expenses.
  5. New Competitive class members are accepted in the beginning of the Fall semester or after an audition during the Spring semester. Social classes are opened to members throughout the year.

Last updated: May 2, 2010