please follow this link for the official invitation

Dear members of DTU DancIng and friends
On Saturday March 29 we will hold our annual general assembly in lecture theatre 042+048 in DTU 210. Please find the official invitation with an agenda below. The full text of proposals is included below with the draft minutes (kladde til referat).
As usual, along with our annual meeting we will have a dance café, socialize and have fun!
Where: Spanish Stairs, building 210, DTU
When: Saturday the 29th of March 2014
13:00 ­ 14:00
Dance café
14:00 ­ 18:00
General assembly; please see agenda below
up to 4 hours reserved, will close as soon as finished
18:30 ­ 20:00
Dinner break + dance
free pizza for everyone who attended the general assembly
20:00 ­ late
Dance café
For: Everyone who likes dancing. Friends are welcome. Dance, socialize and have fun! We will provide a mixture of good music for all of our dance styles.
Price: FREE!! Snacks and drinks will be provided. Free pizza for attendees of the general assembly.
Please spread the word!
Best regards,
The Board of DTU DancIng
Annual general assembly of DTU DancIng
DTU Dancing will hold its annual general assembly on
March 29, 2014 at 14:00 in AUD 042+048, DTU 210.
Agenda
1.
2.
3.
4.
5.
6.
Election of meeting chairman.
Election of minute taker.
Election of 2 vote counters.
Approval of agenda.
Report from the board for the past year.
Approval of the accounting for the past year and preliminary budget proposal for the next year.
7. Discharge of the board and all previous boards.
8. Consideration of proposals submitted to bestyrelse@danc­ing.dk before Fri. March 21 15:00.
9. Change of statutes; the full proposal is included below with this invitation. Please read! If necessary, the full proposal will be read out at the meeting.
10. Approval of budget for bi­annual ball
11. Gifts and rewards.
12. Change of motto of DTU DancIng.
13. Election of chairman.
14. Election of treasurer.
15. Election of 3­5 ordinary board members.
16. Election of external auditor.
17. Election of substitute external auditor.
18. Any other business.
Voting
According to §7.4 of our statutes, the right to vote is reserved to
All members over 18 years or board members who have been members for at least one month before the meeting and who do not overdue membership fees have the right to vote. Voting can be exercised only in person.
Stemmeret har alle medlemmer over 18 år eller medlemmer af bestyrelsen der har været medlem i minimum 1 måned før generalforsamlingen, og som ikke er i kontingentrestance. Stemmeret kan kun udøves ved personligt fremmøde.
Best regards,
The Board of DTU DancIng
Kladde Til Referat
DTU DancIng Ordinær Generalforsamling
Den 29/03 2014 kl. 14:00 afholdes den ordinær generalforsamling i rum 042+048, bygn. 210 på DTU i henhold til indkaldelse pr. 06/03 2014. Til stede var bestyrelsen Josefine Korzen, Frank Schilder, Steeven Hegelund Spangsdorf, Søren Bøg, Martin Jeppesen, Thomes Egebak, Deborah Wolf samt XX andre stemmeberettigede medlemmer. YY stemmeberettigede i alt.
1. Valg af Dirigent (election of meeting chairman)
2. Valg af Referent (election of minute taker)
3. Valg af 2 stemmetællere (election of 2 vote counters)
4. Godkendelse af dagsorden (approval of agenda)
5. Bestyrelsens beretning for det forløbne år (report from the board for the past year)
6. Godkendelse af regnskab for det forløbne år samt eventuelt foreløbigt budget for den kommende sæson (accounting report and preliminary budget proposal)
6.1. Preliminary budget proposal
7. Konfirmation af beslutninger (discharge)
7.1 Konfirmation af bestyrelsens beslutninger (discharge of the board)
7.2 Konfirmation af beslutninger af alle tidligere bestyrelser (discharge of all previous boards)
8. Behandling af indkommende forslag til bestyrelsen (consideration of incoming proposals)
9. Vedtægtsændringer (change of statutes)
9.1. Forslag til ændring
10. Godkendelse af budget for halvårsfest (approval of budget for bi­annual ball)
11. Gaver og belønninger (gifts and rewards)
11.1. Ansøgning om bestyrelsesmiddag (application for board dinner)
11.2. Gaver (gifts)
12. Ændring af motto (change of motto)
13. Valg af formand (election of chairman)
14. Valg af kasserer (election of treasurer)
15. Valg af 3­5 ordinære bestyrelsesmedlemmer (election of 3­5 ordinary board members)
16. Valg af ekstern revisor (election of external auditor)
17. Valg af ekstern revisorsuppleant (election of substitute external auditor)
18. Eventuelt (any other business)
1. Valg af Dirigent (election of meeting chairman)
2. Valg af Referent (election of minute taker)
3. Valg af 2 stemmetællere (election of 2 vote counters)
4. Godkendelse af dagsorden (approval of agenda)
5. Bestyrelsens beretning for det forløbne år (report from the board
for the past year)
Presenter: Chairman
6. Godkendelse af regnskab for det forløbne år samt eventuelt
foreløbigt budget for den kommende sæson (accounting report and
preliminary budget proposal)
Presenter: Treasurer
Proposal: Approve accounting.
6.1. Preliminary budget proposal
Presenter: Treasurer
7. Konfirmation af beslutninger (discharge)
Proposal: Discharge all boards according to 7.1 and 7.2.
7.1 Konfirmation af bestyrelsens beslutninger (discharge of the board)
7.2 Konfirmation af beslutninger af alle tidligere bestyrelser (discharge of all
previous boards)
8. Behandling af indkommende forslag til bestyrelsen (consideration
of incoming proposals)
There were no incoming proposals.
9. Vedtægtsændringer (change of statutes)
Presenter: Statutes committee (Frank, Steeven, Henrik, Søren)
The general assembly last year encouraged the foundation of a statutes committee by the board. The board followed this suggestion and a statutes committee formed by Henrik, Steeven, Søren and Frank produced the proposal included below in full text together with an annotated translation.
Please note that the following paragraphs have been edited since the first invitation: Love: 1.3, 2.3, 3.5, 5.3, 5.4, 5.6, 5.9a, 5.9b, 6.4, 6.6, 6.6a­c, 7.3, 7.6, 7.9, 8.3a. Vedtægter 2.2, 2.15, 3.1, 3.2, 3.2.1­2, 3.7, 5.2, 5.6, 6.4, 6.6, 7.2, 8.2.6, 8.2.7.
Summary of statutes proposal: There are rather few actual changes of regulation. We mainly reorganized and clarified paragraphs, and removed a number of self­contradictions. Our aim is, that our statutes form a complete and self­contained text that can be read, understood and interpreted without the need for consulting further literature. In particular, by anyone who is not familiar with the details of Danish association law. A newly elected board should be able to work without previous experience.
Concepts that are new
●
The statutes now introduce so­called by­laws, a new document that collects decisions of permanent character. The by­laws cover every­day board work. One can consider this document as the long­term memory of our club.
● The by­laws define classes given regularly, which implies some long­term stability in what classes will be given on a regular basis.
● We enhanced the level of democratic control of board work; we added the requirement that board decisions must be published to all members, and decisions of potentially large impact are provisionally and must be approved by a general assembly.
● We added the possibilities of holding spontaneous board meetings and taking decisions in written form.
Corrections of contradictions, questionable rules, and unclear text
●
Introduction of seasons to clean up our definition of membership. The old definition was self­contradicting.
● The definitions of beginning and end of membership are now sharp.
●
●
●
●
●
Removal of position of vice­chairman. The old regulation was contradicting and lacking clarity regarding the responsibilities of chairman and vice chairman. We replaced the position of the vice chairman with a simple procedure for electing an interim chairman and interim treasurer, if necessary.
The terms minor and major expenses are now clearly defined.
We included a separate paragraph defining the role of chairman, treasurer and auditor.
We removed the clause that all board members have a vote at a general assembly. Now, board members can only vote if they are also a member of the club.
We extended the right to vote to all members who can prove that they paid before the start of the general assembly (we removed a restrictive deadline).
Additions to make the text more complete
●
●
We added voting procedures to the paragraph on the general assembly.
We added comments on definitions of different types of majorities.
Proposal: After separate vote on 9.1, change current statutes (Vedtægter) to the new statutes and by­laws (Love og Vedtægter).
9.1. Forslag til ændring
Presenter: Frank
Proposal: Change current proposal for by­laws according to:
1. §1 stk. 2 lit a.
Kontingent for medlemmer af foreningens bestyrelse er DKK 0,­ for sæsoner, der begynder, imens denne er medlem af foreningens bestyrelse.
§1.2a)
The membership fee for members of the board of the association is DKK 0,­ for seasons starting during their term of service.
2. Delete by­laws 2.11.
3. Update references in by­laws as in
§2.2
Større udgifter som refereret til i foreningens love §6 stk. 4, lit a og love §6 stk. 9, lit a er udgifter defineret under §2 stk. 3 og udgifter defineret under $2 stk. 14 der ikke betragtes mindre jævnfør §2 stk. 1.
§2.14 (previously 2.15)
Udgifter, der ikke falder under §2.3­13. Enhver sådan udgift skal være inkluderet i årsregnskabet, præsenteret for generalforsamlingen til godkendelse, under separate punkter på anmodning af den eksterne revisor.
10. Godkendelse af budget for halvårsfest (approval of budget for
bi-annual ball)
Presenter: Deenesh
Proposal: Approve budget as proposed by Deenesh, if there are changes to the preliminary budget set by the board.
11. Gaver og belønninger (gifts and rewards)
11.1. Ansøgning om bestyrelsesmiddag (application for board dinner)
Presenter: Frank
The board applies for holding a board dinner with Josefine, Steeven, Soeren, Thomas E, Thomas C, Deborah, Martin, Henrik and Frank. Reasons:
1. The board didn’t hold a board dinner this term. Instead we had a 7­hour work dinner with the teachers with food delivered to DTU.
2. The board had an extraordinary workload due to the preparation of the statutes proposal and changes to the budgeting of the association.
3. The board made important achievements, for example, participation in Årsfest and an increased visibility at DTU.
4. Tradition was that the board grants itself a board dinner. However, a majority of board members was not happy with granting a reward to ourselves, in particular, looking at the barely balanced finances of the last year.
For comparison, the previous board held a dinner for DKK 5400,­ and our work dinner with the teachers was DKK 1300,­. We get 4000,­ for this from DTU Sport specifically allocated for covering such expenses.
Proposal: The general assembly grants a single board dinner for Josefine, Steeven, Soeren, Thomas E, Thomas C, Deborah, Martin, Henrik and Frank to be held sometimes within the next year. The budget is set to DKK 4000,­.
11.2. Gaver (gifts)
Presenter: Chairman
12. Ændring af motto (change of motto)
Presenter: Martin
The current slogan is "We teach more than Algebra", which makes little sense for a dance club. We don't teach algebra, and we are not a dance school, so the slogan is out of context and doesn't say what the clubs values are.
Proposals (alphabetical):
● Dance with me
● Fun and social
● Is about having fun
● More than dancing
● Social dancing
● We teach more than Algebra (old motto)
Vote is by elimination.
13. Valg af formand (election of chairman)
14. Valg af kasserer (election of treasurer)
15. Valg af 3-5 ordinære bestyrelsesmedlemmer (election of 3-5
ordinary board members)
16. Valg af ekstern revisor (election of external auditor)
17. Valg af ekstern revisorsuppleant (election of substitute external
auditor)
18. Eventuelt (any other business)
Sted og dato:
Dirigentens underskrift:
Navn og adresse:
Sted og dato:
Afgående formands underskrift:
Navn og adresse: Josefine Korzen,
Sted og dato:
Tiltrædende formands underskrift:
Navn og adresse:
DTU DancIng
http://danc-ing.dk
Love
[PDF]
§1 Navn og formål
Stk. 1. Foreningens navn er DTU Dancing (herefter foreningen).
Stk. 2. Foreningen har hjemsted på Danmarks Tekniske Universitet (DTU), 2800
Kongens Lyngby.
Stk. 3. Foreningens formål er at skabe interesse for dans i et socialt miljø, og at tilbyde
træningsfaciliteter og undervisning fortrinsvis til ansatte og studerende på DTU.
§2 Medlemsskab af organisationer
Stk. 1. Foreningen er medlem af DTU Sport, og undergivet DTU Sports vedtægter og
bestemmelser for idrætsudøvelse på DTU.
Stk. 2. Foreningen er en selvstændig juridisk enhed, der er økonomisk selvstændig.
DTU Sport hæfter ikke for foreningens forpligtelser.
Stk. 3. Medmindre 1 medlem af repræsentantskabet for DTU Sport, ifølge dennes
vedtægter, vælges af generalforsamlingen, udpeger foreningens bestyrelse af sin midte
de 2 medlemmer af repræsentantskabet, idet formanden som det ene da er født
medlem af repræsentantskabet.
Stk. 4. DTU Sport har ejendomsret over redskaber, udstyr mv., som er stillet til rådighed
af DTU Sport; medmindre der i det konkrete tilfælde er taget bestemmelse om det
modsatte.
Stk. 5. Driftsregnskab og status for det forløbne år, samt foreløbigt budget for det
kommende år, skal efter generalforsamlingens godkendelse sendes til DTU Sport inden
udgangen af april (sammen med medlemsliste og referat fra generalforsamlingen). DTU
Sport har adgang til med virkning for det efterfølgende regnskabsår at kræve, at budget
og regnskab skal godkendes af DTU Sport.
Stk. 6. DTU Sport har adgang til, for egen regning, at iværksætte en ekstraordinær
revision af foreningens regnskabsførelse, hvis der skønnes at være et behov herfor.
Stk. 7. DTU Sport skal underrettes om foreningens bestyrelse med navn, adresse
telefonnummer og mailadresse.
Stk. 8. Foreningen skal hvert år give DTU Sport en medlemsliste med navn, alder,
adresse, mailadresse og tilknytning til DTU for hvert enkelt medlem.
1/8
§3 Medlemsskab
Stk. 1. Som medlem kan foreningen optage ansatte og studerende på hele DTU,
jævnfør §1 stk. 3, ansatte og studerende på DTU under orlov, ph.d.-studerende på DTU,
samt personer, der er fratrådt eller dimitteret fra DTU.
Stk. 1 Lit a. Foreningen kan endvidere optage andre som medlem af foreningen
og lade dem udnytte DTU’s idrætsfaciliteter, dog under forudsætning af, at
ovenstående har fortrinsret og tilstræbes at udgøre minimum 50% af klubbens
medlemmer.
Stk. 2. Foreningens medlemmer er medlem af foreningen DTU Sport.
Stk. 3. Medlemsskab er begrænset til én sæson ad gangen. En sæson starter én uge
efter semesterstart jævnfør DTUs kalender og varer 19 uger.
Stk. 4. Indmeldelse sker ved registrering til mindst ét dansehold på foreningens
hjemmeside. Medlemsskab er gyldig fra betalingstidspunktet til udgangen af den
pågældende sæson, dog jævnfør §4 stk. 3.
Stk. 5. Bestyrelsen kan til enhver tid stoppe for tilgang af deltagere, såfremt der ikke er
plads til flere deltagere på et givent hold.
Stk. 6. Til gyldig udmeldelse kræves, at den sker skriftligt til foreningen med mindst 14
dages varsel.
Stk. 6 Lit a. Resterende kontingent for den igangværende sæson refunderes
ikke, hverken helt eller delvist.
Stk. 7. I øvrigt kan bestyrelsen med omgående virkning ekskludere et medlem, når
særlige forhold giver anledning dertil. Bestyrelsens beslutning herom kræver dog, at
mindst 2/3 af bestyrelsens medlemmer har stemt for eksklusionen. Vedkommende skal,
inden bestyrelsen træffer sin afgørelse, have haft lejlighed til at fremføre sit forsvar og
kan kræve, at spørgsmålet om eksklusion afgøres på først kommende ordinære
generalforsamling.
Stk. 7 Lit a. I alle tilfælde, hvor en eksklusion skal behandles på en
generalforsamling, har vedkommende medlem krav på at få meddelelse herom
senest 3 døgn før generalforsamlingen afholdes, ligesom vedkommende har
adgang til denne med ret til at forsvare sig. Spørgsmålet om eksklusion skal
optages som et særskilt punkt på dagsordenen.
Stk. 8. Et medlem, der er ekskluderet af en generalforsamling, kan kun optages som
medlem ved en ny generalforsamling. Her kræves samme majoritet som ved beslutning
om eksklusion.
Stk. 9. Foreningen hæfter kun for sine forpligtelser med den forenige til enhver tid
tilhørende formue. Der påhviler ikke foreningens medlemmer eller bestyrelse nogen
personlig hæftelse.
§4 Kontingent
Stk. 1. Bestyrelsen fastsætter medlemskontingent for én sæson af gangen. Dette
indføres i §1 stk. 2 i foreningens vedtægter.
Stk. 2. Kontingentet opkræves sæsonvis forud og er altid for én fuld sæson.
2/8
Kontingentet skal være betalt senest 3 uger efter DTU Dancings sæsonstart og kan ikke
refunderes efter dette tidspunkt.
Stk. 3. Ingen, der er i kontingentrestance, kan optages som medlem af foreningen, før
vedkommende har betalt sin gæld til foreningen.
Stk. 4. DTU Sport har adgang til med virkning fra et efterfølgende år at kræve, at
størrelsen af foreningens kontingent forelægges for og godkendes af DTU Sports
bestyrelse.
§5 Generalforsamling
Stk. 1. Generalforsamlingen er, med de indskrænkninger som foreningens love og
vedtægter foreskriver jævnfør §2 og §8, den højeste myndighed i alle foreningens
anliggender.
Stk 1 Lit a. Foreningens bestyrelse er ansvarlig for afholdelse af
generalforsamlinger.
Stk 1 Lit b. Generalforsamlinger skal indkaldes indenfor en sæson, og de skal
afholdes inden for samme sæson, som de blev indkaldt i.
Stk. 2. Foreningen skal afholde ordinær generalforsamling én gang årligt.
Stk. 3. Ekstraordinær generalforsamling kan til enhver tid indkaldes af bestyrelsen; og
skal indkaldes når mindst 1/3 af medlemmerne, eller formanden for DTU Sport, skriftligt
stiller krav til bestyrelsen herom. Generalforsamlingen skal afholdes senest én måned
efter, at begæringen er fremsat overfor bestyrelsen med oplysning om det emne, der
ønskes behandlet; jævnfør §5 stk. 1 lit. b.
Stk. 4. Indkaldelse skal ske med en foreløbig dagsorden, samt fristen for yderligere
punkter jævnfør §5 stk. 5, med mindst 3 ugers varsel ved skriftlig meddelelse til
foreningens medlemmer og eventuelt interne opslag på DTU.
Stk. 4 Lit a. Den endelige dagsorden, uden bilag, bekendtgøres senest 8 dage
før generalforsamlingens afholdelse på samme måde som foreskrevet i §5 stk. 4.
Stk. 4 Lit b. Den endelige dagsorden, inklusiv bilag, skal senest 8 dage før
generalforsamlingen offentliggøres jævnfør vedtægter §7 stk. 1 lit. a.
Stk. 5. Forslag, der ønskes forelagt generalforsamlingen til vedtagelse, skal være
bestyrelsen i hænde senest 14 dage før generalforsamlingens afholdelse. Forslagene
skal optages på dagsordenen.
Stk. 6. Stemmeret har alle medlemmer over 18 år, der er medlem jævnfør §3 stk. 4 ved
generalforsamlingens afholdelse.
Stk. 7. Stemmeret kan kun udøves ved personligt fremmøde.
Stk. 8. Generalforsamlingen vælger sin egen dirigent, der ikke må være medlem af
bestyrelsen, til at lede forhandlingerne.
Stk. 8 Lit a. Dirigenten er ansvarlig for at sikre at generalforsamlingen er lovlig
indkaldt.
Stk. 9. Den ordinære generalforsamling skal konfirmere den afgående bestyrelses
beslutninger som et særskilt punkt.
Stk. 9 Lit a. Beslutninger af permanent karakter skal indføres i foreningens
vedtægter efter separat godkendelse jævnfør §8 stk. 1.
3/8
Stk. 9 Lit b. Konfirmation af bestyrelsens beslutninger kræver kvalificeret flertal.
Stk. 10. Driftsregnskab og status forelægges den ordinære generalforsamling til
godkendelse og skal være forsynet med revisors påtegning. Samtidig kan bestyrelsen
forelægge generalforsamlingen et foreløbigt budget for det kommende år.
Stk. 11. Den ordinære generalforsamling vælger bestyrelsen, bestående af en formand,
en kasserer samt 3-5 ordinære bestyrelsesmedlemmer; genvalg kan finde sted.
Stk. 11 Lit a. Formanden og kassereren skal vælges ved særskilte afstemninger.
Stk. 12. Den ordinære generalforsamling vælger yderligere en ekstern revisor, som ikke
må være medlem af bestyrelsen; genvalg kan finde sted.
Stk. 13. Der kan ikke tages beslutninger om punkter, der ikke fremgår af dagsordenen.
Stk. 14. Punkter der ikke er afsluttet ved afstemning, kan begæres genoptaget under
eventuelt.
Stk. 15. Generalforsamlingens beslutninger træffes ved simpelt flertal, dog jævnfør §5
stk. 9 lit b, §5 stk. 17, §8 stk. 1 og §9 stk. 1.
Stk. 16. Dirigenten bestemmer afstemningsmåden. Dog skal der på begæring af et
medlem foretages hemmelig skriftlig afstemning, ligesom alle afstemninger ved
eksklusion skal foregå skriftligt i hemmelighed.
Stk. 16 Lit a. Personvalg mellem to eller flere kandidater skal foregå skriftligt i
hemmelighed.
Stk. 17. Generalforsamlingens beslutninger vedrørende eksklusion af medlemmer
kræver kvalificeret flertal og skal optages som separate punkter på dagsordenen.
Stk. 18. Hvis der er afstemning om mere end to alternative forslag, elimineres forslagene
med lavest tilslutning et efter et, indtil to alternativer er tilbage.
Stk. 18 Lit a. Et forslag, der opnår kvalificeret flertal, vinder automatisk en
afstemning.
Stk. 19. Ved afstemning om ændrede forslag, stemmes først om ændringsforslaget, og
herefter om det endelige forslag.
Stk. 20. Generalforsamlingens beslutninger indføres i en protokol, hvori også referat af
forhandlingerne optages i det omfang, dirigenten bestemmer.
Stk. 21. Generalforsamlingens beslutninger er gyldige fra dennes afslutning og
godkendelse af referat.
Stk. 21 Lit a. Referatet godkendes som retvisende ved underskrift af dirigent,
afgående formand og tiltrædende formand i enstemmighed uden unødig
forsinkelse.
§6 Bestyrelsen
Stk. 1. Bestyrelsen er foreningens overordnede ledelse og repræsenterer foreningen i
alle forhold.
Stk. 2. Bestyrelsen består af en formand, en kasserer, samt yderligere 3-5 ordinære
medlemmer, der vælges for et år af gangen af den ordinære generalforsamling.
Stk. 3. Foreningen tegnes af formanden. Ved økonomiske dispositioner tegnes
foreningen af formanden og kassereren i fællesskab. Ved mindre økonomiske
dispositioner tegnes foreningen af formanden eller kassereren.
4/8
Stk. 4. Bestyrelsen konstituerer sig snarest på et bestyrelsesmøde – dog senest 14
dage efter generalforsamlingens afholdelse.
Stk. 4 Lit a. På det konstituerende bestyrelsesmøde beslutter bestyrelsen hvad
der anses som mindre og større økonomiske dispositioner under bestyrelsens
virke. Disse beslutninger skal indføres i §2 stk. 1 og 2 i foreningens vedtægter.
Stk. 4 Lit b. Bestyrelsen forbereder materialer, der skal sendes til DTU Sport som
følge af ændringer foretaget på generalforsamlingen.
Stk. 5. Bestyrelsen fastsætter selv sin dagsorden.
Stk. 6. Bestyrelsen er beslutningsdygtig, når mindst halvdelen af dennes medlemmer,
heriblandt formanden, er til stede. Beslutninger træffes ved kvalificeret flertal, dog med
undtagelse af beslutninger jævnfør §3 stk. 7 og §8 stk. 3.
Stk. 6 Lit a. Stemmeret kan kun udøves ved personligt fremmøde, dog jævnfør
§6 stk. 9.
Stk. 6 Lit b. I tilfælde af stemmelighed, tælles formandens stemme to gange.
Stk. 6 Lit c. Formanden kan udpege en stedfortræder til at lede mødet i sit sted.
Stedfortræderen overtager ikke formandens stemme.
Stk. 7. Over bestyrelsens forhandlinger føres som minimum en protokol over
beslutninger.
Stk. 7 Lit a. Bestyrelsen offentliggør resumé af referater uden unødig forsinkelse.
Resuméer offentliggøres på engelsk som udgangspunkt og derudover på dansk
efter ønske.
Stk. 7 Lit b. Fulde referater skal gives på anmodning, dog undtagen punkter af
personalemæssig eller anden personlig karakter.
Stk. 8. Bestyrelsen kan nedsætte en ad hoc-gruppe til at løse en konkret arbejdsopgave
på bestyrelsens vegne.
Stk. 9. Bestyrelsen kan tage enkeltstående beslutninger skriftligt uden at indkalde til
bestyrelsesmøde.
Stk. 9 Lit a. Beslutninger, der påvirker vedtægter, herunder dispensering af
vedtægter, eller større økonomiske beslutninger jævnfør vedtægter §2 stk. 2,
skal tages på et bestyrelsesmøde.
Stk. 9 Lit b. Beslutninger om eksklusion af et medlem jævnfør §3 stk. 7 skal
tages på et bestyrelsesmøde.
Stk. 9 Lit c. Beslutninger taget skriftligt indføres enten i protokollen for det
næstkommende bestyrelsesmøde eller offentliggøres enkeltvist jævnfør §6 stk. 7
lit a og b.
Stk. 10. Bestyrelsen skal i god tid inden den ordinære generalforsamling afgive
driftsregnskab for det foregående regnskabsår, samt status pr. 31. december, til den
eksterne revisor.
Stk. 11. Bestyrelsen kan til enhver tid iværksætte en intern revision af foreningens
regnskabsførelse.
Stk. 12. Foreningen skal arbejde aktivt for at en overvejende del af bestyrelsen består af
medlemmer med DTU-tilknytning (defineret som nuværende eller tidligere ansatte og
studerende, institutioner eller virksomheder der bor på eller har sin daglige gang på det
enkelte campus samt relevante samarbejdspartnere).
Stk. 13. Bestyrelsen skal samarbejde med DTU Sport jævnfør gældende
samarbejdsaftale.
5/8
§7 Ansvarsposter
Stk. 1. Formanden er ansvarlig for den daglige ledelse af DTU Dancing.
Stk. 1 Lit a. Formanden er ansvarlig for at indkalde til bestyrelsesmøder.
Stk. 1 Lit b. Formanden er ansvarlig for at indkalde til generalforsamlinger.
Stk. 2. Formanden vælges for ét år ad gangen på den ordinære generalforsamling.
Stk. 3. I tilfælde af formandens afgang i utide udpeger bestyrelsen en provisorisk
formand blandt dennes egne medlemmer. En ny formand skal vælges på en
generalforsamling afholdt senest 4 uger efter formandens afgang.
Stk. 3 Lit a. I tilfælde af formandens afgang udenfor eller i løbet af de sidste fire
uger af en sæson skal generalforsamlingen afholdes senest 4 uger efter starten
af førstkommende sæson.
Stk. 4. Kassereren er ansvarlig for udarbejdelse af foreningens regnskab samt evt.
budget.
Stk. 4 Lit a. Kassereren er ansvarlig for at foreningen fører en fornuftig
finanspolitik.
Stk. 5. Kassereren vælges for ét år ad gangen på den ordinære generalforsamling.
Stk. 6. I tilfælde af kassererens afgang i utide udpeger bestyrelsen en provisorisk
kasserer blandt dennes egne medlemmer. Ny kasserer skal vælges på førstkommende
generalforsamling.
Stk. 7. Den eksterne revisor skal hvert år gennemgå det samlede regnskab, samt påse
at beholdningen er til stede inden den ordinære generalforsamling. Driftsregnskab og
status forsynes med påtegning.
Stk. 7 Lit a. Den eksterne revisor har til enhver tid adgang til at efterse regnskab
og beholdninger.
Stk. 7 Lit b. Den eksterne revisor skal stå til rådighed for bestyrelsen som
konsulent i enkeltsager, hvor bestyrelsen ønsker dette.
Stk. 8. Den eksterne revisor vælges for ét år ad gangen på den ordinære
generalforsamling.
Stk. 9. I tilfælde af den eksterne revisors afgang i utide påfalder den eksterne revisions
opgaver den på den ordinære generalforsamling muligt valgte eksterne
revisorsuppleant. Er en ekstern revisorsuppleant ikke valgt, skal en ny ekstern revisor
vælges på en ekstraordinær generalforsamling inden regnskabets afslutning, eller
senest 4 uger efter revisorens utidige afgang.
§8 Love og vedtægter
Stk. 1. Ændringer i foreningens love og vedtægter kan foretages på enhver
generalforsamling. Ændringer i love og vedtægter kræver 2/3 kvalificeret flertal. Forslag
til ændringer i love og vedtægter følger samme procedure som forslag til punkter til
dagsordenen jævnfør §5 stk. 5.
Stk. 1 Lit a. Ændringer i love og vedtægter træder i kraft ved afslutningen af den
pågældende generalforsamling, dog jævnfør §8 stk. 2.
6/8
Stk. 1 Lit b. Ændringer i love og vedtægter skal indføres i den offentlige udgave
af love og vedtægter uden unødig forsinkelse.
Stk. 2. Love og vedtægter, samt ændringer i begge, skal dog godkendes af DTU Sport,
inden de kan træde i kraft. Dog kan mindre ændringer, der klart kun er af lokal betydning
for foreningen, og som ikke er af principiel eller generel karakter, vedtages uden sådan
godkendelse under forudsætning af, at foreningen umiddelbart efter vedtagelsen
orienterer DTU Sport herom ved en kopi af ændringen.
Stk. 3. En enig bestyrelse kan dispensere fra foreningens vedtægter.
Stk. 3 Lit a. En sådan beslutning kan kun foretages på et fuldtalligt, fysisk
bestyrelsesmøde.
§9 Opløsning af foreningen
Stk. 1. En beslutning om foreningens opløsning kan kun tages på en i dette øjemed
særlig indkaldt ekstraordinær generalforsamling. Til dennes beslutningsdygtighed
kræves, at mindst halvdelen af foreningens medlemmer er til stede, og til forslagets
vedtagelse kræves 3/4 kvalificeret flertal. Opnås et sådant flertal på en
generalforsamling, der ikke er beslutningsdygtig, indkaldes til en ny generalforsamling,
hvor beslutningen kan træffes med ovennævnte stemmeflerhed, uanset hvilket antal
medlemmer der er til stede.
Stk. 2. I tilfælde af foreningens opløsning tilfalder foreningens formue og aktiver DTU
Sport.
Sted og dato:
Dirigent
Navn og adresse:
Underskrift:
Afgående formand
Navn og adresse:
Underskrift:
7/8
Tiltrædende formand
Navn og adresse:
Underskrift:
8/8
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DTU DancIng
http://danc-ing.dk
Statutes
Note: This is an approximate translation of the official statutes, which are in Danish
language.
[PDF]
§1 Name and purpose
1. The name of the association is DTU Dancing (from now on the association). The phrase
in parenthesis means that “in the remainder of this document the term ‘the association’
is used in place of ‘the association established by these statutes,’” and never refers to
any other association.
2. The association is located at Danmarks Tekniske Universitet (DTU), 2800 Kongens
Lyngby.
3. The purpose of the association is to create interest in dancing in a social environment,
and to offer training facilities and teaching primarily to employees and students of DTU.
§2 Membership in organizations
1. The association is member of DTU Sport and subordinate to DTU Sport’s statutes and
rules for exercising sport at DTU.
2. The association is an independent legal unit that is economically independent. DTU
Sport is not liable for any of the associations financial responsibilities.
3. Unless 1 representative for DTU Sport, according to DTU Sport’s statutes, is elected at
a general assembly, the association’s board elects two board members as these
representatives, one of which must be the chairman who is a born member of the
representatives.
4. DTU Sport is the owner of tools, equipment etc. that was provided by DTU Sport except
in those cases where the opposite was agreed upon.
5. The accounting and the status of the past year together with a provisional budget for the
coming year after approval by the general assembly must be sent to DTU Sport before
the end of April (together with the list of members and the minutes of the general
assembly). DTU Sport has the right to request that the budget and accounting must be
approved by DTU Sport with the subsequent year of accounting.
6. DTU Sport can at their own expenses execute an extraordinary review of the
association’s accounting, should the need arise.
7. The names, addresses, e-mail addresses and phone numbers of all board members
must be sent to DTU Sport.
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8. Every year, the association must submit a list of all members with name, age, address, email address and affiliation with DTU to DTU Sport.
§3 Membership
1. The association can admit employees and students of DTU as outlined in §1.3,
employees and students of DTU on leave, Ph.D. students of DTU, as well as anyone
who graduated at or resigned from DTU.
1. Furthermore, the association can admit others as members and allow them to
use DTU Sport’s facilities under the condition that the aforementioned have
priority and the association aims at that these constitute 50% of the
association’s members.
2. All members of the association are also members of DTU Sport.
3. Membership is valid for one season. A season starts one week after the start of the
semester as stated in DTU’s calendar and lasts for 19 weeks.
4. An application for membership must be filed through the association’s home page.
Membership is valid from the time of payment until the end of the current season,
however, see §4.3.
5. The board can at any time stop the admission of participants for a class, if there are no
more vacant spaces available.
6. Resignation of membership requires written form with a notice period of 14 days.
1. There are no refunds for membership fees, neither in full nor in parts.
7. In addition, the board can exclude members with immediate effect if special
circumstances justify this. A decision about exclusion requires that at least 2/3 of the
board members have voted for the exclusion. The member in question must be given an
opportunity for defence against the decision before the decision can be taken, and can
demand that the decision about the exclusion is taken up at the next ordinary general
assembly.
1. In all cases where an exclusion will be discussed at a general assembly must the
excluded member be informed about the date and location of the general
assembly three days in advance of the general assembly. The excluded member
has the right to participate and offer a defence of his case. The decision of
exclusion must be included as a separate item in the agenda.
8. Someone who has been excluded at a general assembly can only be readmitted as a
member at another general assembly. The readmission requires the same majority as
the exclusion.
9. The liability of the association is at any time limited to the association’s possessions.
Neither members nor the board can be held liable personally for any responsibilities of
the association.
§4 Membership fees
1. The membership fee is set by the board for one season a time. This must be entered
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into the by-laws §1.2.
2. The membership fee for a season is collected at the beginning of the season and must
be paid no later than three weeks after the season’s start and cannot be refunded
thereafter.
3. Nobody who owes membership fees to the association can become a member before
any outstanding fees have been paid.
4. DTU Sport has the right request, from the year on following the request, that the amount
of membership fees must be shown to the board of DTU Sport for approval.
§5 General assembly
1. A general assembly is, within the limitations set by the statutes and by-laws, cf. §2 and
§8, the highest authority of the club.
1. The association’s board is responsible for holding general assemblies.
2. General assemblies must be called within a season, and must be held within the
season they were called.
2. The association must hold an ordinary general assembly once per year.
3. An extraordinary general assembly may at any time be called by the Board.
Furthermore, an extraordinary general assembly must be called when at least 1/3 of the
members, or the chairman of DTU Sport, require the board to do so in writing. The
general assembly must be held within one month after the request including the subject
to be discussed has been made to the Board; see also §5.1.2.
4. A call for a general assembly must be made at least three weeks in advance, and must
include a preliminary agenda together with the deadline for submission of further points,
cf. §5.5. The call must be announced with a written invitation to the association’s
members and possibly with an internal notice at DTU.
1. The final agenda without attachments must be announced no later than 8 days
before the date of the general assembly in the same way as required in §5.4. If
the preliminary agenda and the final agenda are identical word for word, it is not
necessary to send the agenda out again. However, it is still a good idea to
remind the members.
2. The full agenda inclusive attachments must be published according to by-laws
§7 and no later than 8 days before the date of the general assembly.
5. Proposals to be discussed at the general assembly must be in the hands of the board no
later than 14 days before the date of the general assembly. Proposals must be included
in the agenda.
6. The right to vote is reserved to all members over 18 years who are a member of the
association according to §3.4 at the start of the general assembly.
7. Voting is in person only.
8. The general assembly elects its meeting chairman who must not be a board member.
1. The meeting chairman is responsible for ensuring that the general assembly has
been called legally.
9. The ordinary general assembly must confirm the decisions of the retiring board in a
separate point.
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10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
1. Decisions of a permanent character must be included in the association’s bylaws after separate confirmation according to §8.1.
2. A confirmation of decisions of the board requires a qualified majority.
The accounting and a status must be handed to the general assembly for approval and
must be signed by the external auditor. At the same time can the board propose a
provisional budget for the coming year.
The ordinary general assembly elects the board, which consists of a chairman, a
treasurer and 3-5 ordinary board members. A reelection is possible.
1. The chairman and treasurer are elected in separate elections.
Furthermore, the ordinary general assembly elects an external auditor who may not be a
member of the board. A reelection is possible.
It is not possible to take decisions on points that are not part of the agenda.
Points that have not been finished with a vote can be taken up again under any other
businesses.
With the exception of the cases defined in §5.9b, §5.17, §8.1 and §9.1., the general
assembly takes decisions with simple majority.
The method of voting is decided by the meeting chairman. However, at the request of a
member a vote or election must be taken secretely in written form. Furthermore, all
votes on the exclusion of a member must be taken secretely in written form.
1. An election between two or more candidates must be taken secretely in written
form.
Any decision about the exclusion of a member requires a qualified majority and must be
included as a separate point on the agenda.
In case of a decision with more than two alternative proposals, the proposals with the
least votes are eliminated one by one until only two alternatives are remaining.
1. A proposal that wins a qualified majority during the elimination process is
accepted automatically.
In case of a decision about a modification of a proposal a vote is taken first on the
modification, and thereafter on the final proposal.
The decisions of a general assembly are recorded in a protocol, which must include a
summary of discussions to the extend requested by the meeting chairman.
The decisions of a general assembly take effect after the meeting ends and the protocol
has been confirmed.
1. The protocol is approved as an accurate record of all decisions with the
signatures of the meeting chairmen, the retiring chairman and the new chairman
in unison. The protocol must be approved without unnecessary delay.
Explanation on majorities: simple majorities require more votes in favour than against a
proposal (blank votes don’t count); qualified majorities require more than half of the total
number of votes in favour of a proposal (blank votes count). The same principle applies if 2/3 or
3/4 majorities are required.
§6 The Board
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1. The Board is the club’s senior management and represents the club in all matters.
2. The board consists of a chairman, a treasurer and 3-5 ordinary board members who are
elected for one year at a time at a general assembly.
3. The chairman signs for the association. Economic transactions require the signature of
both, the chairman and the treasurer. However, minor economic transactions require
only one, either the chairman’s or the treasurer’s, signature.
4. The board holds its constitutional meeting as soon as possible, but no later than 14 days
after the end of the general assembly. En konstituering forekommer kun efter valg af et
eller flere bestyrelsesmedlemmer. Saafremt der ikke aendres i bestyrelsens
sammensaetning er denne allerede konstitueret som den er.
1. At the constitutional meeting the board decides what expenses are considered to
be minor and major during the board’s term. These decisions must be included
in §2.1 and §2.2 of the association’s by-laws. numbers should be chosen
carefully to avoid unnecessary board meetings (example: replacements of
ghettoblaster)
2. The board prepares the material and paperwork that must be sent to DTU Sport
as a consequence of decisions taken at a general assembly.
5. The boards sets its own agenda.
6. The board can take decisions if at least half of its members, one of which must be the
chairman, are present. Board decisions are taken with qualified majority with the
exceptions of decisions according to §3.7.
1. Voting is in person only, however, see §6.9.
2. In case of a tie the vote of the chairman counts twice.
3. The chairman can elect a substitute to chair a board meeting on his behalf. The
substitute does not take over the chairman’s vote.
7. The board must take minutes at least of decisions taken at board meetings.
1. The board publishes summaries of minutes without unnecessary delay.
Summaries are published in English to begin with, and in Danish if requested.
2. Full minutes excluding points relating to personnel or points of another personal
nature are made available on request.
8. The board can found a committee for working on a specific task on behalf of the board.
9. The board can take specific individual decisions in written form without holding a board
meeting. Skriftligt er enhver form for skrift, hvor afsenderen kan entydigt identificeres.
Dette inkluderer post, telegram, e-mail og online chat over IRC.
1. Decisions that change the by-laws, including the dispensation of by-laws, and
larger economic decisions according to by-laws §2.2 must be taken at a board
meeting.
2. A decision about exclusion of a member according to §3.7 must be taken at a
board meeting.
3. Decisions taken in written form are either included in the minutes of the nextcoming board meeting, or published individually according to §7.1 and §7.2.
10. The board should hand the accounting together with a status as at December 31 for the
previous year to the external auditor in good time before the ordinary general assembly.
11. The board can at any time execute an internal revision of the accounting.
12. The association must actively work for having a majority of the board consist of
members affilliated to DTU (defined as current or previous employees and students of
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DTU, as well as institutions and companies with office or daily business at the campus
and partners of collaboration).
13. The board must work together with DTU Sport according to the contract of collaboration
(samarbejdsaftale).
§7 Positions of responsibility
1. The chairman is responsible for the daily business of the association.
1. The chairman is responsible for calling board meetings.
2. The chairman is responsible for inviting to general assemblies.
2. The chairman is elected for one year at a time at the ordinary general assembly.
3. Should the chairman retire from the board before the end of his term, an acting
chairman is elected by the board from amongst its members. A new chairman must be
elected at a general assembly that is held no later than 4 weeks after the resignation of
the chairman.
1. The general assembly is to be held no later than 4 weeks after the start of the
next season if the chairman leaves the board outside or within the last four
weeks of a season.
4. The treasurer is responsible for producing the association’s accounting and possibly a
budget. ORIGINALKVITTERINGER og alt beholdes i min. 5 aar.
1. It is the treasurer’s responsibility that the association follows a sound financial
policy.
5. The treasurer is elected for one year at a time at the ordinary general assembly.
6. Should the treasurer retire from the board at an inconvenient time, an acting treasurer is
elected by the board from amongst its members. A new treasurer must be elected at the
first general assembly that is held after the treasurer’s resignation.
7. The external auditor verifies every year before the ordinary general assembly the
correctness of the yearly accounting and confirms that the club’s possessions are at
hand. Accounting and status must be signed by the auditor.
1. The external auditor can at any time inspect the accounting and possessions.
2. The external auditor should be available to the board as a consultant on specific
issues, if the board wishes.
8. The external auditor is elected for one year at a time at the ordinary general assembly.
9. Should the external auditor retire at an inconvenient time assumes the possibly elected
substitute auditor the position of the external auditor. If a substitute auditor was not
elected, a new external auditor must be elected at an extraordinary general assembly
held before the accounting must be finished, or no later than 4 weeks after the
retirement of the auditor.
§8 Statutes and by-laws
1. The association’s statutes and by-laws can be changed at any general assembly.
Changes to the statutes or by-laws require a 2/3 qualified majority. Making proposals for
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changes to the statutes and by-laws follows the same procedure as suggesting points
for the agenda, see §5.5.
1. Changes to statutes and by-laws are binding from the moment the current
general assembly ends, however, see §8.2.
2. Changes to statutes and by-laws are incorporated into the publicly available
copies of the statutes and by-laws without unnecessary delay.
2. Statutes and by-laws, as well as changes to both, must be approved by DTU Sport
before they become binding. However, minor changes that are clearly of local effect to
the association only, and which are not of a fundamental or general character, take
immediate effect under the condition the the association informs DTU Sport immediately
after acceptance with a copy of the changes. A decision about changing statutes has
two aspects, (1) it is a decision that changes a procedure of the association and is valid
with the end of the general assembly, and (2) this procedure must be incorporated into
the statutes, because it is either missing or in disagreement with the current text. This
change of text requires approval by DTU Sport, while the decision holds already and
must be followed. If DTU Sport does not approve a change of statutes, the decision
must be reconsidered at an extraordinary general assembly called as soon as possible.
3. A unison board can suspend by-laws of the association.
1. A decicion about a suspensation of by-laws can only be taken at a physical
board meeting, where all members of the board are present.
§9 Dissolution of the association
1. A decision about the dissolution of the association can only be taken at an extraordinary
general assembly that has been called for this special purpose. The decision requires
that at least 50% of all members are present and that the proposal wins a 3/4 qualified
majority. If such a majority is reached at a general assembly with less than 50% of all
members being present, a new general assembly is called, where the decision can be
taken with winning a majority as stated before and regardless of the number of members
present.
2. In case of the dissolution of the association fall all possessions of the association into
the hands of DTU Sport.
7/7
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DTU DancIng
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Vedtægter
[PDF]
§1 Regnskab og budget
1. Foreningens regnskabsår er kalenderåret.
2. Den primære indtægtskilde til foreningen er medlemskontingenter, hvilke udgøres af
DKK 500,- for det første hold plus yderligere DKK 200,- for hvert yderligere hold.
3. Foreningens forbrugsudgifter skal være afbalanceret med den akkumulerede indtægt.
Især finansielle beslutninger skal styres af målene om at fastholde foreningens
langsigtede finansielle uafhængighed og om at undgå unødvendig konkurrence om
tilskud med andre foreninger under DTU Sport.
4. Foreningens indtægter inddeles i to dele: undervisningsbudgettet og
bestyrelsesbudgettet. Undervisningsbudgettet er defineret i kontrakten med foreningens
lærere; se også §9 stk. 2. Bestyrelsesbudgettet er forskellen mellem de akkumulerede
indtægter og undervisningsbudgettet; se også §9 stk. 3.
5. Foreningen skal holde en opsparing til reparation af undervisningsudstyr og til en
finansiel reserve for at sikre langsigtet finansiel uafhængighed. Den finansielle reserve
bør være lige med undervisningsbudgettet for en sæson uden indtægter. Overførsler til
disse opsparinger er oplistede under §2.
6. En opsummering af foreningens finansielle status skal være tilgængelig til ethvert
bestyrelsesmøde. Denne opsummering skal som minimum inkludere summen af
medlemskontingenter modtaget for den igangværende sæson, størrelsen af
opsparingen og forventede fremtidige udgifter. Opsummeringen bør ikke være mere end
én måned gammel.
§2 Udgifter
1. Mindre udgifter som refereret til i foreningens love §6 stk. 4, lit a er udgifter defineret
under §2 stk. 7, §2 stk. 8 og §2 stk. 10 og andre udgifter op til et beløb af DKK 666,-.
2. Større udgifter som refereret til i foreningens love §6 stk. 4, lit a og love §6 stk. 9, lit a er
udgifter defineret under §2 stk. 3 og udgifter defineret under $2 stk. 15 der ikke
betragtes mindre jævnfør §2 stk. 1.
3. Godtgørelse for undervisning af normale hold; se også §6 and §9 stk. 2.
4. Udgifter til undervisningsudstyr og opsparing til udskiftning; se også §1 stk.
5. Opsparing til foreningens finansielle reserve; se også §1 stk. 5.
6. Udgifter til halvårlige fester. Disse inkluderer gratis deltagelse af som minimum
festarrangører og barstaben.
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7.
8.
9.
10.
11.
12.
13.
14.
15.
Udgifter til generalforsamlinger.
Snacks og forfriskninger til bestyrelsesmøder.
Workshops med eksterne lærere.
Dansecaféer og workshops.
En årlig middag. Dette er enten (a) en bestyrelsesmiddag, hvilket inkluderer gratis
deltagelse af som minimum alle bestyrelsesmedlemmer og den eksterne revisor, eller
(b) en arbejdsmiddag med et specielt formål, for eksempel et møde inkluderende
underviser til en gennemgang af budgettet som forberedelse af bestyrelsesbeslutninger
om undervisningsbudgetter.
1. Bestyrelsesmiddagen skal afholdes efter, at årsregnskabet er underskrevet af
den eksterne revisor, og før den ordinære generalforsamling.
Godtgørelse for undvisning af Les Lanciers som en del af organiseringen af DTU
Årsfest.
Løbende gebyrer for eksempel for bankkonto, web-hosting, domænenavne, Spotify, osv.
Gaver jævnfør SKAT; se også §9 stk. 3.
Udgifter, der ikke falder under §2.3-14. Enhver sådan udgift skal være inkluderet i
årsregnskabet, præsenteret for generalforsamlingen til godkendelse, under separate
punkter på anmodning af den eksterne revisor.
§3 Bestyrelsens ansvarsområder
1. Forberede og organisere generalforsamlinger. Dette inkluderer:
forberedelse af foreløbig dagsorden,
udsendelse af indkaldelse til generalforsamlingen,
forberedelse af forslag til ændringer af foreningens love og vedtægter,
reservering af et lokale,
udsendelse af den endelige og komplette dagsorden til medlemmerne og
sørge for mad og forfriskninger.
2. Hyre undervisere, medundervisere (CT) og undervisningsassistenter (TA).
1. Underviseren af et hold er ansvarlig for indholdet af lektioner og er typisk den
primære underviser. Kun én underviser kan hyres til et hold. Et hold kan have et
hvilket som helst antal CTs og TAs. En CT kan undervise på vegne af
underviseren. Underviseres, CTs og TAs ansvarsområder er beskrevet detaljeret
i et underviserdokument; se §9 stk. 2.
2. Bestyrelsen er ansvarlig for brugen af undervisningsbudgettet. Dog kan
bestyrelsen beslutte at tilbyde ansvaret for budgettet til en underviser. Den
budgetansvarlige kan
beslutte hvordan holdets budget skal bruges,
hyre TAs efter nødvendighed på vegne af bestyrelsen og
hyre CTs efter bestyrelsens godkendelse.
3. Indsamle medlemskontingenter og bekræftelse af, at kun medlemmer deltager på
foreningens normale hold. Bestyrelsen kan sende en gruppe af repræsentanter til en
undervisning, som vil sørge for, at alle deltagere er medlemmer af foreningen.
4. Håndtere anmodninger og klager fra medlemmer eller lærere. Proceduren for
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indberetning af en anmodning eller klage er forklaret på foreningens hjemmeside.
Formanden eller sekretæren, hvis valgt, vil bekræfte modtagelse uden unødig
forsinkelse og indikere hvilke handlinger, der vil blive gjort indenfor hvilken tid.
5. Organisere og støtte workshops og dansecaféer. Bestyrelsen støtter organiseringen af
ekstra workshops henover hele året, inkluderende perioder uden for sæsonen.
Sædvanligvis henvender et medlem eller en lærer sig til bestyrelsen med en ide, og
bestyrelsen tager derefter beslutning om et budget og uddelegerer håndtering af
detaljerne. Sådanne workshops bør være rettet imod socialisering og være åbne for alle
interesserede i dans, for eksempel medlemmer, tidligere medlemmer, medlemmer af
andre danseforeninger og medlemmers venner.
6. Udlevere og indsamle rundspørger. I løbet af hver sæson vil bestyrelsen udlevere og
indsamle et spørgeskema, der giver alle medlemmer mulighed for at give tilbagemelding
på hold til bestyrelsen og lærerne anonymt.
7. Beslutte budgetter indenfor rammerne af generalforsamlingens beslutninger.
§4 Bestyrelsesmøder
1. I løbet af sæsonerne mødes bestyrelsen som minimum en gang hver anden måned.
2. En anmodning om et bestyrelsesmøde skal udsendes til alle bestyrelsesmedlemmer
som minimum 6 arbejdsdage før mødet. Anmodningen skal inkludere en kladde for
dagsordenen.
3. Hvert bestyrelsesmedlem kan forslå punkter på dagsordenen. Disse skal tilsendes
mødelederen.
4. Der stemmes om forslag én gang pr. bestyrelsesperiode. Afholdelse af gentagen
diskussion og afstemning skal være understøttet af et kvalificeret flertal.
5. Bestyrelsen fører referater over dennes beslutninger.
1. Referaterne skal som minimum inkludere:
datoen for mødet,
navnene på tilstedeværende bestyrelsesmedlemmer.
navnene på referenten og mødelederen,
den endelige version af forslag og afstemningen (for/imod/blank) og
minoritetsudtalelser.
2. På anmodning af et bestyrelsesmedlem skal en afstemning refereres med navne
(navngiven afstemning).
§5 Tillidshverv
1. Bestyrelsen kan vælge bestyrelsesmedlemmer, eller andre hvor der er nævnt, til
tillidshverv. Resultatet af disse valg skal meddeles til alle medlemmer uden unødig
forsinkelse. Det anbefales som minimum at vælge en sekretær.
2. Sekretær. Sekretæren er ansvarlig for officiel kommunikation med medlemmerne, for
eksempel ved udgivelse af referater og andre officielle dokumenter samt besvarelse af
forespørgsler. Sekretæren tager referat ved bestyrelsesmøder. Det er sekretærens
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ansvar at holde en “Håndbog for DTU Dancing” opdateret; se også §9 stk. 3.
3. Assisterende kasserer. Kasseren og den assisterende kasserer vil samarbejde om
regnskabet. Den assisterende kasserer har til hver en tid adgang til alle regnskabsdata.
4. Underviserkontakt. Underviserkontakten er ansvarlig for direkte kommunikation mellem
bestyrelsen og underviserne. Det er underviserkontaktens ansvar at holde en fil om
undervisning i DTU Dancing opdateret; se også §9 stk. 2.
5. Public relations-koordinator. Public relations-koordinatoren har ansvaret for
reklamering samt vedligeholdelse af indholdet af foreningens hjemmeside. Public
relations-koordinatoren besvarer spørgsmål modtaget på e-mail-adressen
[email protected]. Public relations-koordinatoren er ansvarlig for at opdatere og
udsende en artikel om DTU Dancing til DTU håndbogen (deadline er some regel i tidlig
april).
6. Kontingentindsamler. Bestyrelsen kan vælge en eller flere kontingentindsamlere, der
vil være ansvarlige for tilmelding af og indsamling af kontingenter fra medlemmer, der
betaler kontant. Det er ikke påkrævet for kontingentindsamlerne at være medlem af
bestyrelsen, for eksempel kunne det være tidligere bestyrelsesmedlemmer eller
underviserer.
7. Festansvarlig. Den festansvarlige har ansvaret for at udforme festkomitéen til de
halvårlige fester. Den festansvarlige koordinerer også organiseringen af ekstra
workshops og dansecaféer. Den festansvarlige besvarer e-mails modtaget på e-mailadressen [email protected].
8. IT-administrator. IT-administratoren er ansvarlig for vedligeholdelse af foreningens ITinfrastruktur og website. Denne har administratoradgang til alle IT-konti ejet af
foreningen, for eksempel webhotel, domænenavneservice and WordPress. Denne er
også ansvarlig for vedligeholdelse og opdatering af software benyttet af foreningen,
inkluderende web-brugerfladen på den officielle platform for kommunikation. ITadministratoren besvarer e-mails modtaget af e-mail-adressen [email protected].
§6 Klasser og undervisning
1. Foreningen bestræber sig på at tilbyde et miljø til socialisering, imens der danses.
2. Der er intet krav om at medbringe en dansepartner. Derimod skiftes der dansepartner
ofte i løbet af undervisningen, hvilket er obligatorisk.
3. Foreningen definerer ikke faste undervisningsmål. Figurer og variationer vil variere hver
sæson, og niveauet vil blive tilpasset deltagernes behov.
4. Foreningen har følgende faste klasser, såfremt der kan findes kvalificerede undervisere
jævnfør §6 stk. 6:
Bachata (begynder, let øvet)
Jitterbug (begynder, let øvet)
Salsa (begynder, let øvet, avanceret)
Standard/latin (begynder, let øvet)
Zumba fitness
5. Tider og steder til undervisningen er angivet på foreningens hjemmeside.
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6. Det kræver ikke et uddannelsescertifikat at undervise i DTU Dancing, men godkendelse
af bestyrelsen. Bestyrelsen vil give godkendelse, hvis der kan demonstreres
tilstrækkelig viden og erfaring, og underviseren passer ind i det sociale miljø. Den
sædvanlige måde at foreslå en underviser til godkendelse er ved at organisere en
workshop med den omtalte underviser.
7. Godkendelse af en underviser medfører ikke en forpligtelse til at tilbyde muligheder for
undervisning.
8. Betingelserne for undervisning i foreningen er defineret i en fil om undervisning i DTU
Dancing, se også §9 stk. 2.
§7 Kommunikation og sociale medier
1. Den officielle platform for kommunikation mellem medlemmer, undervisere og
bestyrelsen er foreningens hjemmeside www.danc-ing.dk (www.dtudancing.dk, www.dtudancing.dk).
1. Skriftlig kommunikation kan være pr. brev eller e-mail. I stedet for vedhæftninger
til e-mail er det tilstrækkeligt at inkludere referencer til indhold på den officielle
platform for kommunikation. Gentagen kommunikation med identisk indhold er
ikke nødvendig.
2. Foreningen vedligeholder som minimum de følgende e-mail-lister under
domænet danc-ing.dk:
bestyrelse/board: For direkte og fortrolig kommunikation til alle
bestyrelsesmedlemmer, og kun bestyrelsesmedlemmer.
formand/chairman: For direkte og fortrolig kommunikation til foreningens
formand alene.
kasserer/treasurer: For direkte og fortrolig kommunikation til foreningens
kasserer alene.
revisor/auditor: For direkte og fortrolig kommunikation til de eksterne
revisorer.
fest/party: For direkte kommunikation til en festkoordinator.
webmaster: For direkte kommunikation til en IT-administrator.
questions: For direkte kommunikation til en PR-koodinator eller
Sekretær.
3. E-mail-listerne til fortrolig kommunikation skal konfigureres som forward-only.
Det er modtagernes forpligtelse at beholde en privat kopi jævnfør de lovmæssige
krav.
2. Foreningen vil normalt tolerere brugen af grupper i sociale netværk med navne afledt af
foreningens navn “DTU Dancing” under de betingelser, at:
gruppen ejes af et medlem eller en underviser af foreningen,
som minimum ét bestyrelsesmedlem er medlem af gruppen,
det tydeligt fremgår i gruppens beskrivelse, at denne gruppe er privat, og at
indlæg ikke afspejler foreningens holdning,
ejeren af gruppen svarer uden unødig forsinkelse på forespørgsler fra DTU og
DTU Sport,
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al officiel kommunikation også udsendes via medlems-e-mail-lister, der
vedligeholdes på foreningens hjemmeside,
undervisningsmateriale, der bør være tilgængelig for alle deltagere, også gøres
tilgængelig til deltagere gennem foreningens hjemmeside, og
gruppen enten overdrages eller får ændret sit navn for at indikere, at den ikke
længere er en aktiv DTU Dancing-gruppe i tilfælde af, at gruppens ejers
tilknytning til foreningen ender.
§8 Generalforsamling
1. Den ordinære generalforsamling afholdes hvert år inden udgangen af marts måned.
2. Dagsordenen på den ordinære generalforsamling indeholder som minimum punkterne:
1. Valg af dirigent.
2. Valg af referent.
3. Valg af 2 stemmetællere.
4. Godkendelse af dagsorden.
5. Bestyrelsens beretning for det forløbne år.
6. Godkendelse af regnskab for det forløbne år samt eventuelt foreløbigt budget for
det kommende år.
7. Konfirmation af bestyrelsens beslutninger.
8. Behandling af indkommende forslag til bestyrelsen, se love §5 stk. 5.
9. Valg af formand.
10. Valg af kasserer.
11. Valg af 3-5 ordinære bestyrelsesmedlemmer.
12. Valg af ekstern revisor.
13. Valg af ekstern revisorsuppleant.
14. Eventuelt.
3. Dagsordenen på en generalforsamling indeholder som minimum punkterne:
1. Valg af dirigent.
2. Valg af referent.
3. Valg af 2 stemmetællere.
4. Godkendelse af dagsorden.
5. Behandling af indkommende forslag til bestyrelsen, se love §5 stk. 5.
6. Eventuelt.
§9 Overdragelse og dokumentation
1. For at garantere en let overdragelse af foreningens arbejde, opretholder bestyrelsen et
antal dokumenter, der skal videregives fra en bestyrelse til den næste efter et valg.
2. Undervisning i DTU Dancing. Undervisning i DTU Dancing definerer kontrakten
mellem foreningen og underviserne. Indholdet dækker blandt andet:
hvordan man underviser i DTU Dancing,
organisering af workshops og sociale arrangementer og
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klasse- og workshop-budgetter.
3. Håndbog for DTU Dancing. Håndbogen for DTU Dancing indeholder kommenterede
udgaver af foreningens love og vedtægter og forklarer regler og procedurer, der ikke er
udtrykkeligt anført men stadig antydet i foreningens love. Udover dette og andre ting
indeholder håndbogen også:
en tjekliste over vigtige opgaver,
bedste praksis for organisering af bestyrelsesarbejde,
retningslinjer for og eksempler på budgetudregninger,
en liste over kontakterpersoner,
guider om, hvordan generalforsamlinger, de halvårlige fester, dansecaféer og
workshops organiseres,
procedurer for anke og
vilkår og betingelser.
Sted og dato:
Dirigent
Navn og adresse:
Underskrift:
Afgående formand
Navn og adresse:
Underskrift:
Tiltrædende formand
Navn og adresse:
Underskrift:
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8/8
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DTU DancIng
http://danc-ing.dk
By-Laws
Note: This is an approximate translation of the official by-laws, which are in Danish
language.
[PDF]
§1 Accounting and budget
1. The association’s year of accounting is the calendar year.
2. The main source of income of the association are membership fees, which are DKK
500,- for the first class plus an additional DKK 200,- for every additional class.
3. The association’s spending must be balanced with the accumulated income. In
particular, financial decisions must be guided by the aims of maintaining the
association’s long-term financial independence and avoiding unnecessary competition
for subsidies with other DTU Sports associations.
4. The association’s income is divided into two parts: the teaching budget and the board
budget. The teaching budget is defined in the contract with the association’s teachers;
see also §9.2. The board budget is the difference between accumulated income and
teaching budget; see also §9.3.
5. The association must maintain savings for repair of teaching equipment and for a
financial reserve to secure long-term financial independence. The financial reserve
should be equal to the teaching budget for at least one season without income.
Transfers to these savings are listed under §2.
6. A summary of the financial status of the association must be available at each board
meeting. This summary must at least include the sum of membership fees received for
the current season, the amount of savings and expected future expenses. The summary
should not be more than one month old.
§2 Expenses
1. Minor expenses as referred to in the association’s statutes §6.4a are expenses defined
under §2.7, §2.8, §2.10, and other expenses up to a total of DKK 666,-.
2. Major expenses as referred to in the association’s statutes §6.4a and statutes §6.9a are
expenses defined under §2.3, and expenses according to $2.15 that are not minor
according to §2.1.
3. Remunerations for teaching regular classes; see also §6 and §9.2.
4. Expenses for teaching equipment and savings for replacements; see also §1.5.
5. Savings to the association’s financial reserve; see also §1.5.
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6. Expenses for bi-annual parties. These include free dinner and admittance for at least the
party organizers and the bar staff.
7. Expenses for general assemblies.
8. Snacks and refreshments at board meetings.
9. Workshops with external teachers.
10. Dance cafés and workshops.
11. An annual dinner. This is either (a) a board dinner, which includes free attendance of at
least all board members and the external auditor, or (b) a work dinner for a special
purpose, for example, a meeting including teachers for a budget review in preparation of
a board decision on teaching budgets.
1. The board dinner must be held after the accounting for the year has been signed
by the external auditor and before the ordinary general assembly.
12. Remuneration for teaching Les Lanciers as part of the organization of the DTU Årsfest.
13. Running fees, for example, for bank account, web-hosting, domain names, Spotify, etc.
14. Gifts according to SKAT; see also §9.3.
15. Expenses not falling into any of the categories listed under §2.3-14. Any such expense
must be included as a separate point in the accounting report presented for approval to
a general assembly on the request of the auditor.
§3 Responsibilities of the Board
1. Prepare and organize general assemblies. This includes
preparing a preliminary agenda,
publish the summons for the general assembly,
preparing proposals for changes to the association’s statutes and by-laws,
sending out the invitations,
booking a room,
sending out the final and full agenda to the members, and
making provisions for food and refreshments.
2. Hire teachers, co-teachers (CT) and teaching assistants (TA).
1. The teacher of a course is responsible for the content of the lessons and is
usually the main teacher. Only one teacher can be hired for any class. A class
can have any number of CTs and TAs. A CT can run a lesson on behalf of the
teacher. The responsibilities of teachers, CTs and TAs are outlined in detail in a
teaching document; see §9.2.
2. The board is responsible for spending the teaching budget. However, the board
can decide to offer the budget responsibility to a teacher. The budget
responsible
can decide how to spend the class’ budget,
hires TAs as needed on behalf of the board, and
can hire CTs after approval by the board.
3. Collect membership fees and verify that only members participate in the association’s
regular classes. The board can send a group of delegates to a class, who will ensure
that all participants are members of the association.
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4. Handle requests and complaints of members or teachers. The procedure for filing a
request or complaint is explained on the association’s web site. The chairman or
secretary, if elected, will confirm receipt without unnecessary delay, and indicate what
actions will be taken within what time.
5. Organize and support workshops and dance cafés. The board supports the organization
of extra workshops over the entire year, including off-season periods. Usually, a member
or teacher approaches the board with an idea and the board then decides about a
budget and delegates handling of the details. Such workshops should aim at socializing
and be open for anyone interested in dancing, for example, members, previous
members, members of other dancing associations and friends of members.
6. Hand out and collect surveys. During each season the board will hand out and collect a
questionnaire that gives all members the opportunity to send feedback about classes to
the board and teachers anonymously.
7. Decide budgets within the guidelines decided by the general assembly.
§4 Board meetings
1. During seasons the board meets at least once every two months.
2. A request for a board meeting must be sent to all board members at least 6 working
days before the meeting. The request must include a draft agenda.
3. Every board member can propose items for the agenda. These must be sent to the
meeting chairman.
4. Proposals are voted on once per board term. Holding a repeated discussion and vote
must be supported by a qualified majority.
5. The board keeps minutes over its decisions.
1. These minutes must at least include:
the date of the meeting,
the names of the board members present,
the names of the minute taker and the meeting chairman,
the final version of proposals and the vote (for/against/abstained), and
minority statements.
2. On request of a board member, a vote must be recorded with names (named
vote).
§5 Trusted positions
1. The board can elect board members, or others where specified, into trusted positions.
The outcome of these elections must be published to all members without unnecessary
delay. It is recommended to elect at least a secretary.
2. Secretary. The secretary is responsible for official communication with the members, for
example, publication of minutes and other official documents, and responding to
requests. The secretary takes minutes of board meetings. It is the responsibility of the
secretary to keep a “Hand book of DTU Dancing” up to date; see also §9.3.
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3. Assistant treasurer. The treasurer and the assistant treasurer will work on the
accounting together. The assistant treasurer has at all times access to all accounting
data.
4. Teachers contact. The teachers contact is responsible for direct communication
between the board and the teachers. It is the responsibility of the teachers contact to
keep a file about teaching at DTU Dancing up to date; see also §9.2.
5. Public relations coordinator. The public relations coordinator is responsible for
advertising and maintaining the content of the association’s website. The public
relations coordinator responds to questions received at the e-mail address
[email protected]. The public relations coordinator is responsible for updating and
submitting an article about DTU Dancing for the DTU handbook (deadline is usually
early in April).
6. Cashier. The board can elect one or more cashiers, who will be responsible for the signup and collection of fees of members who pay their fees in cash. The cashiers are not
required to be members of the board, for example, they could be previous board
members or teachers.
7. Party coordinator. The party coordinator is responsible for forming the organizing
committee for the bi-annual parties. The party coordinator also coordinates the
organization of extra workshops and dance cafés. The party coordinator responds to emails received at the e-mail address [email protected].
8. IT administrator. The IT administrator is responsible for maintaining the association’s
IT infrastructure and web-site. He has administrator access to all IT accounts owned by
the association, for example, the web hotel, the domain name service and WordPress.
He is also responsible for maintaining and updating the software used by the
association, including the web interface at the official communication platform. The IT
administrator responds to e-mails received at the e-mail address [email protected].
In case positions of responsibility with access to internal information are opened up to nonboard members in the future, it might be neccesary to consider the obligation to sign a
confidentiality agreement (tavshedspligtserklæring).
§6 Courses and teaching
1. The association strives to provide a venue for socializing while dancing.
2. There is no requirement to bring a dance partner. Instead, dance partners change
frequently during class, which is mandatory.
3. The association does not define fixed teaching objectives. Figures and variations might
change every season and the level will be adjusted to the needs of the participants.
4. The association runs the following courses regularly, if it is possible to find a teacher
according to §6.6:
Bachata (beginner, intermediate)
Jitterbug (beginner, intermediate)
Salsa (beginner, intermediate, advanced)
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5.
6.
7.
8.
Standard/Latin (beginner, intermediate)
Zumba fitness
Times and locations of classes are stated on the association’s web site.
Teaching at DTU Dancing does not require a certificate of education, but approval by
the board. The board will grant approval if sufficient knowledge and experience can be
demonstrated and the teacher fits into the social community. The usual way to propose
a teacher for approval is to organize a workshop with the teacher in question.
Approval of a teacher does not imply any obligation to offer opportunities for teaching.
The terms and conditions for teaching at the association are defined in a file about
teaching at DTU Dancing, see also §9.2.
§7 Communication and social media
1. The official platform for communication between members, teachers and the board is the
association’s website www.danc-ing.dk (www.dtudancing.dk, www.dtu-dancing.dk).
1. Written communication can be by letter or e-mail. Instead of attachments to email, it is sufficient to include references to content on the official platform of
communication. Repeated communication with identical content is not
necessary.
2. The association maintains at least the following e-mail lists under the domain
danc-ing.dk:
bestyrelse/board: For direct and confidential communication to all board
members, and only board members.
formand/chairman: For direct and confidential communication to the
association’s chairman only.
kasserer/treasurer: For direct and confidential communication to the
association’s treasurer only.
revisor/auditor: For direct and confidential communication to the external
auditors.
fest/party: For direct communication to a party coordinator.
webmaster: For direct communication to an IT administrator.
questions: For direct communication to a PR coordinator or sekretær.
3. The e-mail lists for confidential communication must be set up as forward-only. It
is the receivers obligation to keep a private copy according to legal
requirements. The current rule is keeping it for at leat 5 years.
2. The association will usually accept the use of groups in social networks with names
derived from the association’s name “DTU Dancing” under the conditions that:
the group is owned by a member or teacher of the association,
at least one board member is member of the group,
it is clearly stated in the group’s description that this group is private and posts
do not reflect the opinion of the association,
the owner of the group responds without unnecessary delay to requests by DTU
and DTU Sports,
any official communication is also through member e-mail lists maintained at the
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association’s website,
teaching material that should be accessible to all participants is also made
available to the participants through the association’s website, and
the group is either handed over or its name is changed to indicate that it is no
longer an active DTU Dancing group in case the affiliation of the group’s owner
with the association ends. For example, one could rename a group from ‘DTU
Dancing Salsa’ to ‘DTU Dancing Salsa 2013?.
§8 General assembly
1. The ordinary general assembly is held every year before the end of March.
2. The agenda of the ordinary general assembly contains at least the points:
1. Election of meeting chairman.
2. Election of minute taker.
3. Election of 2 vote counters.
4. Approval of agenda.
5. Report from the board for the past year.
6. Approval of accounts for the past year and possible preliminary budget for the
next year. The approval of the accounts implies waiving liability of the treasurer
and board for financial decisions presented.
7. Discharge of the board.
8. Consideration of proposals submitted to the board; see statutes §5.5.
9. Election of chairman.
10. Election of treasurer.
11. Election of 3-5 ordinary board members.
12. Election of external auditor.
13. Election of substitute external auditor.
14. Any other business.
3. The agenda of a general assembly contains at least the points:
1. Election of meeting chairman.
2. Election of minute taker.
3. Election of 2 vote counters.
4. Approval of agenda.
5. Consideration of proposals submitted to the board; see statutes §5.5.
6. Any other business.
§9 Hand-over and documentation
1. To guarantee a smooth hand-over of the association’s businesses the board maintains
a number of documents that will be passed on from one board to the next after an
election.
2. Teaching at DTU Dancing. Teaching at DTU Dancing defines the contract between the
association and the teachers. Among other things the content covers:
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how to teach at DTU Dancing,
organizing workshops and social events, and
class and workshop budgets.
3. Handbook of DTU Dancing. The Handbook of DTU Dancing contains annotated
versions of the association’s statutes and by-laws, and explains rules and procedures
that are not explicitly stated but nevertheless implied by the association’s statutes.
Among these and other things, the handbook also covers:
check lists for important tasks,
best practices for organizing board work,
guidelines for and examples of budget calculations,
a list of contacts,
guides on how to organize general assemblies, bi-annual parties, dance cafés
and workshops,
procedures of appeal and
terms of service.
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