Duties of Officers

President

      1. The President is a voting member of the executive board.
      2. The President shall provide leadership and direction to The Club and The Team.
      3. The President shall organize and run all meetings of the Executive Board.
      4. The President shall compile agendas for Executive Board meetings and necessary Team meetings.
      5. The President shall coordinate the work of the other officers and committees of the organization in order that the objectives can be met.
      6. The President shall recommend such organizational changes as are necessary to effectively implement the responsibilities of the organization and to ensure its continuity.
      7. The President shall serve as the liaison between the organization and other clubs and/or teams.
      8. The President shall be responsible for working with the Treasurer to complete paperwork for the Undergraduate Student Government (USG) and the Club Sports Council (CSC), for as long as we are a member of CSC, and to ensure all procedures are carried out properly.
      9. The President shall be responsible for securing primary and secondary practice space for the organization.
      10. The President shall be the secondary signer for the UConn Ballroom Dance checking account at Liberty Bank.
      11. The President shall be responsible for training the next president when his/her term is over

Vice-President

      1. The Vice President is a voting member of the executive board.
      2. The Vice President shall assist the President in a supportive and positive manner through direct communication in the implementation of policies, programs and activities.
      3. The Vice President shall in the absence, inability, or at the request of the President, assume control of any Executive Board meeting or any other functions or activities, with all rights, privileges and power as if he/she had been duly elected president.
      4. The Vice President shall assist the President at all meetings of the Executive Board.
      5. The Vice President shall assist the President in coordinating the work of the other officers and committees of the organization in order that the objectives can be met.
      6. The Vice President shall be responsible for training the next vice president when his/her term is over

Treasurer

      1. The Treasurer is a voting member of the executive board.
      2. The Treasurer shall be the financial officer of the organization.
      3. The term of office of the Treasurer shall be from July 1st until June 30th of the following year with elections held at the election meeting.
      4. The Treasurer shall have the care and custody of all monies belonging to the organization and shall be solely responsible for such monies or securities of the organization. He/she shall maintain an operating budget as decreed by the time of year and past operating expenses. The balance of funds shall be deposited in the UConn Ballroom Dance business checking account at Liberty Bank.
      5. The Treasurer shall be the primary signer for the UConn Ballroom Dance checking account at Liberty Bank.
      6. The Treasurer shall sign all disbursement vouchers of the organization, or delegate signing privileges as the circumstance arises.
      7. The Treasurer shall submit a report of all receipts and disbursements at each meeting of the Executive Board.
      8. The Treasurer shall produce a projected expenses report and complete other relevant financial paperwork for the club sports council, as long as the organization is a member of the club sports council.
      9. The Treasurer shall take part in the requesting of funds from USG and shall serve as the main contact to be able to work with USG officers to ensure all procedures are carried out properly.
      10. The Treasurer shall organize personal accounts of all team members.
      11. The Treasurer shall close books at the end of the organization's fiscal year and submit them along with the appropriate records, to the Executive Board for auditing.
      12. The Treasurer shall be responsible for working with the President to complete paperwork for the USG and the CSC, for as long as we are a member of CSC, and to ensure all procedures are carried out properly.
      13. All financial requests from any member of UConn Ballroom must be submitted in writing to the Treasurer for approval prior to purchase. If the request was not approved prior to purchase, the Treasurer reserves the right to deny reimbursement for the purchase.
      14. The Treasurer shall be responsible for transaction of all monies belonging to the Club or the Team.
          1. All disbursable amounts should be approved by a unanimous vote of the Executive Board prior to the event.
          2. All transactions require a signature by the President and the Treasurer.
      15. The Treasurer shall be responsible for training the next treasurer when his/her term is over

Secretary

      1. The Secretary is a voting member of the executive board.
      2. The Secretary shall keep accurate minutes of the meetings of this organization.
      3. The Secretary shall maintain necessary records of the organization.
      4. The Secretary shall assure communication to the organization, including necessary e-mails.
      5. The Secretary shall submit an updated roster on UContact as required by the University.
      6. The Secretary shall make all necessary arrangements related to team-sponsored competitions to insure the success of all such events, including, but not limited to the following:
          1. Registering team members
          2. Partner preferences
          3. Travel arrangements
          4. Housing arrangements
          5. Directions to and from competitions
          6. Parking arrangements
          7. Working with the Treasurer to finalize the registration costs, acquiring funding, and supplying Team dues to all competitions attended by the Team.
      7. The Secretary shall work closely with the Treasurer to supply information regarding competitions for USG and club sports funding applications for as long as we are a member of Club Sports Council.
      8. The Secretary shall be responsible for training the next secretary when his/her term is over

Team Captain

      1. The Team Captain is a voting member of the executive board.
      2. The Team Captain shall be responsible for, but not limited to, the following:
          1. Securing coaching for team instruction
          2. Coordinating weekly practices
          3. Creation and implementation of the mentoring program
          4. Video-taping or note taking for all coaching sessions and competitions
          5. Advising Team members on calculating and recording YCN proficiency points for all competitions
          6. Maintaining support equipment and medical supplies (team first aid/comp survival kit, etc.)
      3. The Team Captain shall work closely with the coach to prepare a training schedule for all levels in both American and International styles of dance for the team.
      4. The Team Captain shall advise all members the Team regarding the appropriate level for lessons and competition.
      5. The Team Captain shall be responsible for training the next team captain when his/her term is over

Club Director

      1. The Club Director is a non-voting member of the board.
      2. The Club Director is elected by the members of the executive board with which s/he shall serve.
      3. The Club Director shall act as the chief representative of The Club and present the concerns or suggestions of its members to the board.
      4. The Club Director shall work with the secretary to ensure that all necessary club e-mails are sent in a timely manner and are accurate.
      5. The Club Director shall work closely with the coach(es) to develop and maintain a training schedule for the club
      6. The Club Director shall work closely with the Team Captain to ensure cohesion between the club and team lesson plans.
      7. The Club Director shall be responsible for training the next club director when his/her term is over.

Webmaster

      1. The Webmaster is a non-voting member of the board.
      2. The Webmaster is elected by the members of the executive board with which s/he shall serve.
      3. The Webmaster shall secure hosting for the website and maintaining prompt payment of bills and fees associated with it.
      4. The Webmaster shall be responsible for maintaining all systems implemented for content posting including social media sites.
      5. The Webmaster shall be responsible for maintaining all online applications, including, but not limited to, the registration system, email system and reports system.
      6. The Webmaster shall work with the treasurer during the registration period to ensure that data is properly entered.
      7. The Webmaster shall be responsible for maintaining proper performance of reports as required by the executive board.
      8. The Webmaster shall be responsible for maintaining the email system including all "@uconnballroom.com" email accounts.
      9. The Webmaster shall be responsible for training the next webmaster when his/her term is over.

Competition Coordinator

      1. The Competition Coordinator is a non-voting member of the board.
      2. The Competition Coordinator is elected by the members of the executive board with which s/he shall serve.
      3. The Competition Coordinator’s term shall start as soon as s/he are elected and s/he will serve as a member of the ad-hoc board until the next Competition Coordinator is elected.
      4. The Competition Coordinator shall secure board-approved venue for a date approved by board.
      5. The Competition Coordinator shall present an initial budget to be approved by board, and update board of all substantial changes (a variance of %5 or greater) of total budget, before being finalized.
      6. If the Competition Coordinator or any member of the competition planning committee does not comply with the outlined budgeting procedure, the Treasurer reserves the right to deny reimbursement for amounts exceeding the initial budget or non-approved budget changes.
      7. The Competition Coordinator shall acquire required officials, including judges and scrutineers.
      8. The Competition Coordinator shall head the Competition Committee to organize all aspects of the competition.
      9. The Competition Coordinator shall have the power to delegate required tasks as necessary.
      10. The Competition Coordinator shall work closely with treasurer for all funding requests and associated expenses.
      11. The Competition Coordinator shall book showcase and obtain insurance if necessary.
      12. The Competition Coordinator shall be responsible for training the next competition coordinator when his/her term is over

Quartermaster

      1. The Quartermaster is a non-voting member of the board
      2. The Quartermaster is elected by the members of the executive board with which s/he shall serve.
      3. The Quartermaster shall keep inventory of all supplies owned by the organization (I.E. Costumes, Electronic Equipment, Medical Supplies, etc…)
      4. The Quartermaster shall be in charge of storing the organization’s supplies while not in use.
      5. The Quartermaster shall be in charge of lending any supplies owned by the organization. Any individual borrowing a team-owned supply will file a contract with the team, which will be held on record with the Quartermaster.
      6. The Quartermaster shall be responsible for ordering team apparel (e.g. jackets, T-shirts, etc…) or delegating said duties
      7. The Quartermaster shall be responsible for training the next Quartermaster when his/her term is over
      8. The Quartermaster shall keep inventory of all supplies owned by the organization (I.E. Costumes, Electronic Equipment, Medical Supplies, etc…).
      9. The Quartermaster shall be in charge of storing the organization’s supplies while not in use.
      10. The Quartermaster shall be in charge of lending any supplies owned by the organization. Any individual borrowing a team-owned supply will file a contract with the team, which will be held on record with the Quartermaster.
      11. The Quartermaster shall be responsible for ordering team apparel (e.g. jackets, T-shirts, etc.)  or delegating said duties.
      12. The Quartermaster shall be responsible for training the next Quartermaster when his/her term is over. 

Community Outreach Chair

      1. The Community Outreach Chair is a non-voting member of the board.
      2. The Community Outreach Chair is elected by the members of the executive board with which s/he shall serve.
      3. The Community Outreach Chair shall collaborate with the Webmaster to ensure effective advertisement and promotion of UConn Ballroom Dance through social media.
      4. The Community Outreach Chair shall be responsible for creating all promotional material for UConn Ballroom Dance or delegating that responsibility.
      5. The Community Outreach Chair shall be responsible for planning any performances or demonstrations by The Team
      6. The Community Outreach Chair shall be responsible for organizing Team participation in external ballroom dancing opportunities
      7. The Community Outreach Chair shall serve as a liaison between the Vice-President and other organizations during the coordination of inter-organization events.
      8. The Community Outreach Chair shall be responsible for training the next Community Outreach Chair when his/her term is over.
      9. The Community Outreach Chair shall be collaborate with the Webmaster to ensure effective advertisement and promotion of UConn Ballroom through social media.
      10. The Community Outreach Chair shall be responsible for creating all promotional material for UConn Ballroom or delegating that responsibility.
      11. The Community Outreach Chair shall be responsible for planning any performances or demonstrations by The Team.
      12. The Community Outreach Chair shall be responsible for organizing Team participation in external ballroom dancing opportunities.
      13. The Community Outreach Chair shall serve as a liaison between the Vice-President and other organizations during the coordination of inter-organization events.
      14. The Community Outreach Chair shall be responsible for training the next Community Outreach Chair when his/her term is over.

Faculty Advisor

      1. The Faculty Advisor is a non-voting member of the board.
      2. The Faculty Advisor shall report all incidents of gross negligence to the University.
      3. The Faculty Advisor shall aid and resolve inter-board conflicts and/or conflicts with the University at the request of a Team member.
      4. The Faculty Advisor shall be kept informed about weekly board meetings and strongly encouraged to attend and/or facilitate said meetings.
      5. The Faculty Advisor shall be easily available for communication with the Executive Board.
      6. The Faculty Advisor shall be used for guidance by the board.
      7. The Faculty Advisor shall be responsible for maintaining fair and unbiased elections for officers of the Executive Board.
      8. The Faculty Advisor shall be an auxiliary signer for the UConn Ballroom Dance checking account at Liberty Bank.
      9. The Faculty Advisor shall serve as the tie breaker should the board have a tie on the tie breaker.

Meetings

      1. Regular meetings of the Executive Board shall be held as deemed appropriate by the members of the Executive Board.
      2. Meetings for the Team shall be held at every meeting of club.
      3. The annual election of the Executive Board shall be held at the last team meeting in February. The standing Executive Board shall notify every active member in good standing of the Team of the date and time of the election meeting at least two weeks prior to such a meeting.
      4. Special meetings of the Team or Executive Board may be called by the Executive Board. Notices of such meetings shall be sent out by the Executive Board and shall state the purpose or business to be transacted. These meetings shall be limited to their purpose.

The Team

      1. All members of The Team must pay membership dues.
      2. The fee shall entitle the member to membership of the Team solely for the current semester.
      3. Registration fees shall be paid to the Team by every member who wishes to attend a competition before the competition is held.
      4. A member who cancels their competition registration after the refund deadline set by the sponsoring school must pay the Team the full registration fee for the canceled competition.
      5. A member who does not attend a competition that they signed up for, regardless of the reason, shall pay the Team the full registration fee for the competition.
      6. Any member who has not presented a case to the Executive Board for inability to pay is responsible for payment in full by the competition registration deadline. Any payment received after the payment deadline set up the Treasurer will incur a $10 penalty.
      7. A member who carries an outstanding debt defined by any delinquent payment excluding the payment for the upcoming competition with the Team shall not be allowed to attend competitions until the debt is paid in full.
      8. The secretary will arrange transportation for all team members attending a competition who submit their registration information on or before the deadline set by the secretary. Any member who submits their registration information after the deadline will be responsible for arranging his or her own transportation.
      9. Any student or non-student unable to fulfill the requirements for The Team will undergo a formal remediation process exacted by the Executive Board with the assistance of the faculty advisor as needed.

Committees

      1. Only active members of the Team in good standing as defined by the constitution shall be eligible to serve in any elected or appointed position(s).
      2. The Executive Board may create such standing committees, as it may deem necessary, to promote the objectives and carry on the work of the organization.
      3. Committees can only be proposed by members of the Executive or Ad Hoc Boards.
      4. A committee may be proposed to the President anytime throughout the semester via a written proposal hereafter called the ‘Committee Report.’
      5. The Committee Report must contain a statement of the purpose, a list of committee members and their responsibilities, and a general timeline.
      6. Upon receiving the Committee Report, the president will present it to the Executive Board for approval.
      7. The Executive Board has no more than one (1) week to make any modifications to the initial Committee Report.
      8. If the Executive Board deems the committee unnecessary for completing the work of the organization, they can decline the proposal by straight majority vote.

Fiscal Year

      1. The fiscal year of this organization shall begin on July 1st and end on June 30th of the following year.

Revisions

      1. The bylaws may be altered, amended, repealed, or added to by a 2/3 majority vote of the Executive Board at any time deemed appropriate by the Executive Board.

Ties

      1. In the event of a tie on a vote by the board, which is an equal amount of votes on both sides of an issue, there shall be a tie-breaker consulted for a vote.
      2. The tie breaker is elected at the beginning of the new board's term.
      3. The tie breaker is elected from the available ad-hoc peoples.
      4. The tie breaker serves for the full term of the board with which he/she was elected.
      5. In the event that a consensus cannot be reached for the tie-breaker, the faculty advisor shall break the tie on the tie-breaker vote.