For band members eyes only
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1: NAME The Pipe Band shall be known by the name of Uddingston Strathclyde Pipe Band (hereinafter referred to as the band) which also incorporates the names Uddingston Strathclyde Juvenile and Viewpark Highland.
2: BAND OBJECTIVES The objectives of the band shall be the promotion and encouragement of all efforts pertaining to the culture and advancement of pipe band music both competitively and socially as well as the promotion and advancement of piping and drumming education especially for the youth of Uddingston, Bothwell and surrounding areas.
3: MEMBERSHIP OF THE R.S.P.B.A. The band shall comply with the constitution and rules of the Royal Scottish Pipe Band Association and the rules of R.S.P.B.A shall govern all matters not referred to in the rules of the pipe band
4: MEMBERSHIP OF THE BAND Membership of the band shall consist of patrons, Hon Presidents and Hon Vice Presidents, playing members, associate members, and corporate members. The committee shall not in any way discriminate between applicants by reason of race, creed, colour or sex and the band shall be both non-political and non-sectarian.
The Committee (via the Secretary) shall keep a register of all Members including the following data:
· Name and address · Admission and termination dates · Phone number and email address · Membership type – playing (piper/drummer) or non-playing (student) · Acceptance forms for uniforms and equipment belonging to the band
Membership shall run from November 1st to October 31st.
The executive committee shall have the authority to reduce or waive membership fees for playing members with severe financial difficulties. Initial application for reduced or waived fess must be made in writing to the committee (via the Secretary) and renewed every 3 months thereafter until the member is able to pay the required fee.
The band shall exist so long as the committee can find sufficient playing members to attend and continue regular practice and has sufficient funds to meet its obligations. A special meeting of the band shall have the power to determine that it is not practicable to continue the band and to dispose of all funds, property and equipment belonging to the band as they deem fit after all accounts and claims have been settled.
5: MEMBER EXPECTATIONS All band members are expected to:
· Attend all practice sessions, competitive and social performances · Promote the Band and its activities in a positive way at all times · Respect and abide by the rules on the Constitution · Respect all other Band members at all times · Ensure membership fees are paid in a timely manner
Where the P.M. deems that a member of the band has acted in a manner detrimental to the band, the player maybe suspended forthwith and the matter considered fully at the next Committee meeting when the suspended player will have the opportunity to present their case however, the Committee’s decision shall be final.
The P.M. (or other executive officer) must be informed as early as possible if any band member be unable to attend any practice session or performance. 6: ANNUAL GENERAL MEETING The AGM shall be held in the last week of October annually. Notice of the meeting with a copy of the last year’s accounts and an agenda will be sent to all members at least 14 days before the date of the meeting.
No person shall have the power to vote at the AGM unless their membership fees are paid (unless reduced or waived as agreed with the executive committee) in full by the date of the AGM.
In the event of there being no quorum the meeting will be adjourned to a date not later than 14 days after the meeting and all members given notice of this in writing. At the adjourned meeting the members present may form a quorum. A report of the general concerns of the band and an abstract of the year’s accounts will be given. The meeting will elect an executive committee who will be responsible subject to these rules, for the organisation and running of the band, the executive committee shall consist of:
· President · Vice President · Treasurer · Secretary (post held by Pipe Major) · Minute Secretary · 5 additional members at least 1 of whom must be a playing member.
All committee members attending competitions and functions will be re-reimbursed for fees by the treasurer.
All committee members shall hold office for one year but will be eligible for re-election. In any year the immediate past President shall be an ex-officio member of the committee. The meeting may also elect honorary members to the committee.
The President shall be Chairman of the Committee and Chair all meetings. In their absence the Vice President or other committee member appointed by the meeting shall chair the meeting.
The executive officers of the band shall be the President, Vice President, Secretary and Treasurer.
A fund raising committee may be determined by the meeting to arrange and control projects deemed necessary to raise funds for the band.
The fund raising committee shall appoint its own office bearers and the funds gathered shall be passed over to the Treasurer in accordance with rule 18.
Any member of the Executive committee who has an attendance record of less than 50% without apology shall be ineligible for re-election.
7: SPECIAL GENERAL OR EXTRAORDINARY MEETINGS Special or extraordinary meetings may be called at any time upon a request being sent to the president signed by at least 12 members, stating the purpose of the meeting. On receipt of such a request the President shall instruct the Secretary to call a meeting in terms thereof within 14 days.
The executive Committee shall have the power to call a Special or extraordinary meeting at any time providing notice stating the reason and business of such a meeting has been given in writing to members at least 14 days in Advance.
8: EXECUTIVE COMMITTEE MEETINGS The executive Committee shall meet monthly or more often as needed, notice of such meetings shall be sent to all committee members not less than seven days before the meeting. The omission to give notice of a meeting or the non-receipt of notice by any member entitled to vote shall not invalidate the proceedings at the meeting.
All decisions of the Committee shall be final and binding on all parties and shall not be subject to review. Any action properly taken to carry out the decisions of the committee shall not involve the office bearer(s) taking such action in any individual responsibility.
9: NOMINATION FOR EXECUTIVE AND FUND RAISING COMMITTES No nominations or any appointments will be held competent unless the person proposed either indicates at the meeting their willingness to accept or has previously given their consent in writing to nomination.
10: QUORUM Quorum for meetings shall be AGM or Special meeting 12, Executive meeting 5, Fund raising committee 3.
11: POWER TO CO-OPT The Executive Committee shall have the power to co-opt up to 2 persons at any time. Co-opted members shall have no voting rights and shall act only for the remainder of the year they are co-opted.
12: POWER OF THE EXECUTIVE COMMITTEE Within the general power of management and Executive Committee shall have the following powers: - (a) To appoint a Pipe Major (hereinafter referred to as the P.M), Drum Major and senior drummer as and when required.The P.M. and senior Drummer shall have the power to appoint junior N.C.O.’s to assist them in their duties (b) To ensure that no band funds are expended without their prior consent subject to the treasurer having a petty cash float of £20 for current expenditure. (c) To decide on an annual programme of engagements for the band. (d) To appoint sub committees for defined purposes (e) To provide or renew all items of equipment uniforms, instruments etc required for the purposes of the band. (f) To instruct repairs and work necessary for the maintenance of band property (g) To frame from time to time such bye-laws as they may deem necessary for the proper governance of the band (h) To adequately insure the band property and to insure playing members and officials against personal accidents while engaged in band activities. (i) To ensure that each member is responsible for the condition of their equipment. (j) To suspend or expel any playing member if they consider such a step to be in the best interest of the band. (k) To fill up any vacancies caused by death, resignation, removal or otherwise in their number during their term in office until the next AGM. (l) To regulate the days, times and hours for the opening and closing of the practice room (m) To appoint bankers
13: PIPE MAJOR and SENIOR DRUMMER DUTIES (a) The P.M. shall arrange the recruiting and training of pipers and will decide on what practices are required. The P.M. (or in their absence the Pipe Sergeant or other senior player) shall have complete control of the band at all engagements, competitions and practices. (b) The senior drummer shall arrange the recruiting and training of drummers (c) The P.M. and Senior Drummer shall be responsible for reporting any breach of discipline to the Executive Committee for investigation.
14: QUARTER MASTER DUTIES The role of Quarter Master (QM) will be assigned to a nominated individual (band member or committee member) as agreed by the executive committee.
The QM will be responsible for all band property and equipment. They will arrange for whatever issues or withdrawals of equipment as may be necessary, they will conduct an annual audit on all property and report to the committee.
15: SECRETARY, TREASURER and AUDITORS DUTIES (a) Secretary: It will be the duty of the secretary to conduct correspondence, to give notice to the press and members of all meetings, engagements etc, to keep a register of the patrons and members of the band.
(b) Treasurer: The treasurer shall:
· receive and disburse all monies on behalf of the band including nightly dues from Juveniles · keep an exact account in the band accounts ledger · prepare and present an annual balance sheet and financial statement to the AGM · Be required to produce accounts on demand by the committee · Lodge the funds of the band in the bank appointed in compliance with rule 19
Note: The financial year of the band will close on August 31st annually.
(c) Auditors: The auditors may be appointed by the committee when required and shall be responsible for auditing the books accounts and annual report prior to the AGM.
17: PROPERTY All band property and equipment shall remain the property of the band and not the individual members. Members will be responsible for the care of all equipment issued to them. Any wilful or negligent damage or loss of any equipment issued to them will be paid for by the member responsible. Each playing member will be required to sign a binding undertaken to this effect. No band property or equipment is to be loaned to any non member without prior approval of the executive committee.
A security deposit may be required for any band property or equipment issued to members.
18: LOSS, DAMAGE or INJURY The band will not be responsible for any loss or damage to any member’s personal property or injury to Members in any way whatsoever even if caused whilst engaged in any activity relating to the band.
19: FUNDS The funds of the band shall be lodged in the bank appointed by the committee and the said bank shall be authorised to honour all cheques or instructions on behalf of the band provided such cheques or instructions are signed by at least 2 of the executive officers.
All payments over £20 must be made by cheque.
20: DONATIONS AND SUBSCRIPTIONS All donations and subscriptions received on behalf of the band shall be duly acknowledged by the treasurer and an official receipt given.
21: VOTING The method of voting at all meetings shall be agreed by the members present. Casting vote: The President shall have a casting vote as well as a deliberate vote in all cases where the voting is equal, excepting in regard to any question affecting them.
22: COMPLAINTS Any complaint or grievance shall be submitted in writing to the secretary, who shall place the complaints before the executive committee for investigation and resolution and their decision shall be final.
23: INTERPRETATION OF RULES Any dispute or difference of opinion on the interpretation of these rules shall be settled by the president and will be final unless overruled by 60% of members present at any meeting.
25: ALTERATION TO RULES No alteration to the foregoing rules and regulations shall be made without a resolution passed by a majority of those present and voting at any General Meeting of the Band.
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