Constitution

 

(A) Principles

  1. The name of the Federation is the “Irish Ballroom and Waltzing Federation” (I.B.W.F.).
  2. The objectives of the Federation are to promote Ballroom dancing, Old Time Waltz and Latin dancing on behalf of its members.
  3. The Federation will seek to co-operate with and join in effort with other associations involved in dancing, as specified in Article A2.
  4. Only persons deemed by the committee, as amateur dancers, shall be entitled to compete in the amateur events approved by the Federation.
  5. No member of the I.B.W.F., when or if, acting as organizer or promoter of an amateur event, shall be entitled to receive any monies personally.
  6. If there is a requirement for interpretation of any article of the Constitution, such interpretation shall be agreed by the standing Committee. At the next scheduled AGM or EGM any such rule interpretation(s) agreed by the standing Committee during the previous year shall be submitted to the membership for ratification. If agreed the rule(s) change shall be formally adopted by the IBWF membership.

 

(B) Membership of the Federation

  1. Membership of the Federation shall be open to such persons who have paid the agreed annual subscription and whose applications the committee has accepted.
  2. The IBWF committee is authorized to offer temporary membership to any person on payment of such amount and for such duration as the committee shall decide.
  3. Membership of the Federation is defined and categorized as follows:
    1. Competitor Member is defined as a person of 18 years and over who may compete in all categories of competition.
    2. Social Member is defined as a person of 18 years and over who may only compete in non-syllabus categories of competition.
    3. Juvenile Member is defined as a person less than 18 years of age who may compete in all categories of competition.
    4. Dance Instructor is defined as a person of 18 years and over who may not compete in any category of competition. This person does not hold any professional qualification related to dancing, as specified in Article A2.
  4. The annual subscription shall be agreed at the annual general meeting for each category of membership.
    1. Competitor Member     
    2. Social Member             
    3. Juvenile Member          
    4. Dance Instructor
  5. Competitor Member, Social Member and Juvenile Member are defined as those members who, to the satisfaction of the IBWF committee,
    1. Have not qualified by professional examination or
    2. Do not teach dancing, as specified in Article A2, for personal gain or
    3. Do not promote dancing, as specified in Article A2, for personal gain or
    4. Do not adjudicate, demonstrate or coach in a manner which the committee regards as being professional conduct or
    5. Do not accept money as a prize for dancing, as specified in Article A2, in excess of €100 annually.
  6. Attending general meetings, voting rights and eligibility to serve on the I.B.W.F. committee.
    1. A Competitor Member may attend all general meetings, has a vote and may serve on the committee.
      1. In the event a competitor member renews or pays their annual subscription within 120 days prior to the AGM or EGM they are ineligible to vote or serve on the committee. They may however attend the AGM or EGM.
      2. A Social Member may attend all general meetings, as an observer
  7. A Juvenile Member may attend the AGM or an EGM however they are ineligible to vote or serve on the committee.
    1. A Dance Instructor may attend all general meetings, as an observer

 

(C) Members Meetings

  1. The Federation shall meet in a general meeting (Annual General Meeting/AGM) at least once a year at which the voting members present shall elect a Chairperson, Secretary and Treasurer and no more than four (4) IBWF committee members and not less than two (2)  committee members. Only one dance instructor may be elected to the committee during a year.
  2. Ultimate authority in the IBWF rests with the members gathered at the Annual General Meeting. The Committee shall carry out its functions based on authority delegated to it by the members at AGM
  3. At the annual general meeting, the IBWF committee shall present the Treasurer’s report for the year, outlining the income and costs of the association. Addition reports may be presented by the Honarary Secretary and the standing Chairperson of the committee
  4. Following the presentation of the Treasurers report and any additional reports (as stated in section C3) at the annual general meeting, all existing members of the IBWF committee shall stand down, but shall be eligible for re-election
  5. All members of the Federation shall receive a minimum of 28 days notice of the AGM, any E.G.M. or open meeting of the members.
  6. The members at any general meeting may amend the constitution provided that all members of the Federation receive notification of the amendment(s) prior to the general meeting. In addition, where changes are proposed to the constitution and deemed to be in the best interests of the membership, the committee can vote to accept changes (as part of its delegated authority) outside of the AGM/during committee meetings, ensuring that there is a majority vote of standing committee members in favour/to accept the proposed change. Any such change must be notified to all members of the IBWF. The membership will have the right to comment/raise objections by written notification received within 28 days from the date of issue. Should no formal issue or response be received from the membership these changes will come into affect on the committees vote
  7. The minimum quorum at any general meeting of the Federation shall be 50 voting members or 25 per cent of the voting membership whichever is the lesser. In the event that a quorum of membership is not in attendance at the AGM, the Treasurer and elected committee members will continue to present their report  (as noted in section C3), and will provide written copies of same to all members directly following the meeting.
  8. In such circumstances, where a quorum is not present, the standing committee, will be deemed to be retained for a further twelve (12) month period, making the period of election two (2) years. Formal notification in writing will be issued to the membership of same. At this time and during its period of office, the committee may co-opt/elect additional members to the committee  to assist and support the running of the IBWF, and in order that retained committee members (as stated) may step down from their posts should they require to do so. Such newly co-opted committee members will remain in post until the next scheduled AGM
  9. There shall be no entitlement to propose, second or vote on any topic at an AGM or EGM to any person who failed to submit their annual subscription at least 120 days prior to the date of an AGM or EGM and be accepted for membership by the IBWF committee.
  10. Subscriptions and applications for membership shall not be accepted on the day of the annual general meeting, any E.G.M., or open meeting of the members until the chairperson has adjourned the meeting.
  11. At the annual general meeting the voting members present shall elect a Select committee comprising three members (the rules as noted in section C8 may also be used where a quorum is not present at the AGM in this case). Any member elected to the IBWF committee is not eligible to serve on the Select committee. The role of the Select committee is to
  12. Act as an Appeals committee in the event of a member appealing the decision of the IBWF committee to take disciplinary action against the member
  13. Act as an emergency committee to carry out the business of the Federation in the event that the IBWF committee is unable to function as a committee and only until such time that an EGM is held and a new IBWF committee is elected. The EGM must be held within 28 days from the date the emergency committee begins to carry out the business of the Federation.

 

(D) Committee

  1. The IBWF committee is empowered to carry out the business of the Federation and shall meet at least six times a year.
  2. The IBWF Committee is authorized to enforce the rules and constitution of the Federation on behalf of its members (deemed as delegated authority).
  3. The IBWF committee shall approve all competitions on behalf of the members.
  4. The IBWF committee shall receive a minimum of seven days notice, by telephone, email or post, of any committee meeting. The committee shall receive the agenda within three clear days of committee meeting date by post or email.
  5. Any committee member who does not make himself/herself available to attend three consecutive committee meetings is deemed to have resigned from the committee.
  6. The IBWF committee shall be authorized to co-opt any voting member due to the resignation of a committee member during term. First preference to be given to those members who were nominated to the committee at the last AGM but were not elected. This member shall serve on the committee until the next annual general meeting.
  7. The IBWF committee shall be authorized to appoint any committee member to the position of Chairperson, Secretary and Treasurer due to the resignation of the current holder of any such position.
  8. No person who serves on the committee of any other society, relating to dancing as specified in Article A2, is eligible to serve on the committee of the Federation.
  9. The minimum quorum of any committee meeting is fifty per cent of the total number of committee members plus one, rounded to the next full number.
  10. The committee is authorized to establish review panels and to nominate persons to participate thereon, for specific periods of time, for the purpose of discussing issues relevant to the Federation, the development & promotion of dancing, as specified in Article A2, and to make recommendations to the committee.
  11. The Honorary Secretary shall answer all mail and suggested correspondence at committee meetings within 21 days of said meetings.

 

 

 

(E)       COMPLAINTS PROCEDURE

 

In the event of the IBWF committee receiving a complaint the following Complaints Procedure will apply:

  • All complaints must be in writing, signed by the complainant(s) with full home address and telephone number(s) provided.
  • Committee reviews all complaints received.
  • If a complaint against a member is deemed valid by the committee a copy of the complaint must be sent by the Secretary to the member concerned before any further action is taken.
  • The member that has been sent a copy of the complaint, by recorded delivery, has twenty-one days from the date the copy of the complaint has been sent to him/her to respond to the Secretary, by email or post.
  • If the member notifies the Secretary that they intend to respond to the complaint a hearing by the committee will be held within 21 days to which the member against whom the complaint is made will be invited to attend.

 

(F) Disciplinary and Appeal Procedure

  1. The committee is authorized to take disciplinary action against any member who to the satisfaction of the committee breached:
    1. The rules of the Federation or
    2. The constitution of the Federation or
    3. Acted in a manner deemed to be against the best interest of the Federation or
    4. Acted in a manner, which brings disrepute to the activity.
  2. Disciplinary Action may include:
    1. Verbal warning
    2. Written warning
    3. Monetary Fine not exceeding €100.
    4. Deduction of points from the “Dancer of the Year”tally
    5. Suspension for a period of time or from a specific or specified events
    6. Expulsion from the Federation
  3. Any member has the right of appeal against any disciplinary action provided that the member registers his or her appeal in writing to the Honorary Secretary of the Irish Ballroom & Waltzing Federation, by hand, email or post, no later then twenty one days from the time that notice of disciplinary action has been received by the member.
    1. If an appeal is received, the Hon. Secretary shall notify all members of the IBWF committee that an appeal has been received.
    2. The Hon. Secretary shall then notify all members of the Appeals Committee that an appeals committee meeting needs to be held within fourteen days.
    3. The Hon. Secretary shall furnish copies of all relevant documentation to the Appeals Committee and acts only as Minutes Secretary for the appeals committee meeting. In the event of the Hon. Secretary being involved in the disciplinary action under appeal another committee member shall act as Minutes Secretary in his/her stead.
    4. The decision of the Appeals Committee is final.