The Burnham and Highbridge Band

CONSTITUTION

The organisation shall be known as “The Burnham and Highbridge Band” (hereinafter called “the Band”). It is an ensemble of amateur musicians and forms an unincorporated association.

OBJECTIVES

The objectives of the band are:

To enable members to enjoy the art of music making in a convivial and supportive environment.
To foster members’ technical skills supported by a growth in general musicianship.
To bring the enjoyment of listening to the Band’s audiences.
To strive towards continually improved music making.
To foster and maintain a strong foundation for the continuity and growth of the band.

MEMBERSHIP

It is the policy of Burnham and Highbridge Band that all persons shall have equal opportunity to apply for membership of the Band.
The Band will consider applications for membership and participation in its activities from any individual regardless of age, sex, sexual orientation, race, belief or disability.
Potential members shall furnish such information as is deemed necessary by the committee in support of their application.
Members will be subject to satisfying the committee, over a period of at least four attended rehearsals, of the applicant’s musical potential and appropriateness of character.
A member is defined as a person whose name appears within the Band’s Membership List as agreed by committee.
This list shall be displayed in the bandroom.
Associates are those people who play with the band on an occasional basis.

OFFICERS AND COMMITTEE

The committee shall comprise of three officers viz: Chairman, Secretary and Treasurer; two members who shall perform the rôles of Librarian and Quartermaster plus a further member to carry out specific rôles delegated by the Chairman.
In addition, the Musical Director shall constitute an ex-officio member of the committee.
A President, if appointed, may be invited to attend committee meetings but such attendance does not confer the right to vote.

Chairman

a) Shall be proposed, seconded and elected at the AGM.
b) Shall take up office immediately upon election.
c) Shall control all Committee Meetings and meetings of the Band.
d) Shall carry all resolutions from the Committee to the Band and co-ordinate the activities of committee members within the terms of the management structure detailed below.

Treasurer

a) Shall be proposed, seconded and elected at the AGM.
b) Shall have overall operational control of the Band’s funds and be responsible for all financial matters relating to the Band within the terms of the Finance Section detailed below.

Secretary

a) Shall be proposed, seconded and elected at the AGM.
b) Shall receive and report to the Committee on all written and verbal correspondence addressed to the Band.
c) Shall reply to all such correspondence as instructed by the Chairman.
d) Shall carry prime responsibility for the booking of all engagements and associated arrangements, within the policy agreed by committee, and for dissemination of such information to Band members.
e) Shall record full and accurate minutes of all Committee Meetings, the AGM and any special meeting.
f) Shall furnish all members of the Committee with a copy of those minutes within seven days of the meeting and post a copy of the minutes in the Band room for members’ information.
g) Shall pass all information regarding engagement fees and all other potential or realised transactions to the Treasurer so that accurate financial records may be kept and invoices raised as required.

Librarian

a) Shall be proposed, seconded and elected at the AGM
b) Shall maintain the library in an orderly manner.
c) Shall keep the music catalogue updated.
d) Shall distribute the music for all rehearsals and concerts as requested by the musical director or bandmaster and retrieve copies for return to the library.
e) Shall report any missing parts to the musical director as soon as the fact is known so that replacements may be obtained.
f) Shall maintain a record of all music borrowed from the library or removed from the bandroom.

Quartermaster

a) Shall be proposed, seconded and elected at the AGM.
b) Shall maintain a detailed inventory of all Band property other than music.
c) Shall review the value of Band property annually and make a report on property at the AGM.
d) Shall keep the treasurer informed of such values to enable him to ensure all Band property is covered by adequate insurance.

The 6th member of committee

a) Shall be proposed, seconded and elected at the AGM.
b) Shall be responsible for tasks as, at specific times, are determined by the Chairman.

Musical Director

a) Shall be appointed by the committee after consultation with the members.
b) Shall take charge of all rehearsals and engagements.
c) Shall be responsible for the musical content of rehearsals and concerts.
d) Shall work towards the improved musicianship of all members of the Band.
e) Shall be invited to stand as ex-officio committee member.

Bandmaster (a non-mandatory post). If sought:

a) Shall be appointed by the Musical Director after consultation with the Committee.
b) Shall deputise for the Musical Director in his absence at rehearsals, engagements and committee meetings and assist in the preparation of concert programmes.

THE PRESIDENT (a non-mandatory post). If sought:

Shall be invited to take office, for a period decided upon, by the committee.
May be invited to remain for a further term of office.
May be invited to represent the Band in public affairs.
May be asked to fulfil other duties requested by the committee.

RESPONSIBILITIES OF THE COMMITTEE

In furtherance of the Band’s objectives the Committee shall be responsible for:

Discharging all business appertaining to the activities of the band and administering such funds as may be placed at the disposal of the Band for the furtherance of its objectives.
Appointing applicants to membership and refusing or terminating membership if real and substantial grounds are established.
Raising funds and inviting and receiving contributions providing such activity does not constitute substantial ongoing trading activity.
Determining an occasional or annual subscription, such amount to be determined by committee, and agreed upon at a general meeting, should the need be identified.
Appointing the Musical Director after consultation with the membership.
Determining the term of office of and appointing a President.
Co-opting further members to the committee should the need be identified.

FINANCE

A bank account, approved by the committee and in the name of the band, shall be operated by the treasurer.
Every cheque shall be signed by any two of the three nominated signatories recognised by the bank.
The Band may receive donations or grants in aid and may levy charges for its services.
The income of the Band shall be applied solely towards promoting the objectives of the Band and no portion thereof shall be paid or transferred, either directly or indirectly, to any member or members of the Band, except in payment of legitimate expenses incurred on behalf of the Band. This rule shall not prevent the payment of reasonable and proper remuneration, agreed by committee, to any member, officer or servant of the Band.
All expenditure over £100 shall be authorised by the committee.

The Treasurer shall be responsible for:

a) The presentation of invoices, collection of all fees, subscriptions and donations and for the payment of dues.
b) The maintenance of accounts and shall subject them to audit at the end of each financial year.
c) Making the committee aware of any major or unexpected movement in the bank balance.
d) Preparation of a report on the Band’s audited accounts to be presented, for approval, to the AGM.

The Treasurer shall:

a) Have authority to spend a maximum of £100, in any one financial year, without concomitant assent from the committee.
b) Refer any project requiring a sum of money in excess of that amount to the committee for assent.
c) Ensure the Band has adequate insurance against fire, theft, loss and damage together with public liability insurance.

MANAGEMENT OF THE BAND

Ownership of all property, including instruments, stands, music, mutes, uniforms etc., belonging to the Band shall be vested in the hands of the Committee as Trustees of the Band.
Trustees shall be indemnified by the Burnham and Highbridge Band against risk and expenses arising from the proper discharge of their duties.
The Committee shall hold a minimum of six meetings per year.
The Chairman shall carry out the duties of chairman at all meetings of the committee and the Band . If absent, the chairman shall nominate another person to chair the meeting.
At committee meetings, four members of the Committee, at least two of whom are officers, shall constitute a quorum.
Minutes of committee meetings shall be posted for the information of all members.
The Band’s President may be invited to attend any committee meeting but this invitation does not confer the right to vote. He shall withdraw if or when the post of President becomes under discussion.
Members may request an issue be considered by the committee. It should be presented in writing. The Chairman has the right to decide whether or not to include the item on any given agenda.
The Musical Director, or Bandmaster in his absence, shall have direct and complete control over the Band at all rehearsals and engagements.

ANNUAL GENERAL MEETING

The secretary shall call an Annual General Meeting at a time date and place decided by the committee. This date shall be within six weeks of the end of the financial year, that being 31st January.
The secretary shall give Band members at least 14 days written notice of the date, time and place of the annual general meeting.
The AGM shall be chaired by the Chairman, except for the section dealing with the election of the Chairman which shall be chaired by the secretary. In the absence of the Chairman the AGM shall be chaired by the musical director.
Nominations for officers and committee members may be made at any time before voting takes place.
Each nomination must be seconded by another member. If a ballot is required, election shall be the result of a simple majority paper vote.
Every Band member, present at the meeting, shall have one vote. In the event of a tied ballot, the Chairman shall have an additional casting vote.
Officers and committee members take up post immediately upon their election.
Topics for Any Other Business should be lodged with the Secretary or Chairman at least seven days before the AGM.
The integer of one half the number of members on the current Band Membership List shall constitute a quorum.

The purposes of the Annual General Meeting are:

a) To approve the minutes of the previous Annual General Meeting and any Extra-ordinary General Meeting held since the previous general meeting, and deal with matters arising from them.
b) To receive from the committee reports on the activities and status of the year.
c) To receive the statement of accounts of the previous year.
d) To elect the Officers and Committee for the ensuing year.
e) To appoint an independent examiner who shall not be a member of the Band and who shall be allowed access to all account books and records.
f) To transact other business relating to the affairs of the Band of which at least 14 days notice has been given.
g) To transact, at the discretion of the chairman of the meeting, any other business relating to the affairs of the Band of which at least seven days written notice has been given.

EXTRA-ORDINARY GENERAL MEETINGS

An extraordinary meeting shall be called by the secretary if:

a) He is directed to do so by the chairman.
b) He receives a written requisition signed by at least five Band members.
An extraordinary general meeting shall consider only the business for which it was called.
It shall be chaired by the Chairman.
The secretary shall give at least seven days notice of the date, time and place of an extraordinary meeting and the business to be transacted.
The integer of one half the number of members on the current Band Membership List shall constitute a quorum.

RULES OF MEMBERSHIP

A member is defined as a person whose name appears within the Band’s Membership List as agreed by committee.
This list shall be displayed in the bandroom.
Associates are those people who play with the band on an occasional basis.
Members shall agree that ownership of all property including instruments, stands, music, mutes, uniforms etc., belonging to the band shall be vested in the hands of the Committee as Trustees of the Band.
Members shall be responsible for the safe custody and routine maintenance of instruments and any other Band property placed in their control.
No member of the Band shall have ownership of any property beyond that to which his vote, as a member, entitles him.
Any member leaving the Band shall return all property to the trustees of the Band or their representative.
The committee shall have the power to terminate the membership of any person by a majority vote if such an action be deemed necessary. Any such person shall return all property of the Band in acceptable condition or make good its value.
Members shall present themselves for engagements properly attired in the agreed uniform.
No member shall use band property whilst playing for another band or group without the permission of the Committee or its representative.
Members are encouraged to take music home to practise but shall ensure it is available for rehearsal. If music is lost, the member shall make good its value.
The Band shall not accept automatic liability for damage to or deterioration of members’ own instruments or equipment.

ALTERATION TO THE NAME OR THE CONSTITUTION

Alteration to the name of the band or to the constitution may be made only at a General Meeting.
Written notice of any proposed alteration shall be posted at least 14 days before the date of that General Meeting.
Any alteration shall require the votes of at least two thirds of the members present at the meeting. No alteration shall be valid if it is inconsistent with the stated objectives of the Band.

DISSOLUTION OF THE BAND

A resolution to discontinue the activities of the band shall be considered at a General Meeting of which four weeks written notice has been given and at which at least half of the current membership is present.
The Band will not be dissolved whilstever there are six members of the Band opposed to that course who are willing to undertake trustee responsibilities.
Subject to clause 2, the motion shall be carried by a vote of two thirds of the membership present at the meeting.
If passed, any property and money belonging to the Band, after payment of liabilities and expenses properly incurred, shall be devoted, by the trustees, to a charity or organisation having similar objectives to those of the Band.
If the Trustees cannot reach agreement on such an institution, assets shall be donated to the Musicians’ Benevolent Society.

AUTHENTICATION

This constitution was adopted at the Annual General Meeting of the Burnham and Highbridge Band on:

22nd March 2006 and a minute has been noted to that effect.

Ken Henton - Chairman

Paul Wynn - Secretary

Mike Sealey - Treasurer

David Fisher - Musical Director

Albert Lesser - Librarian

Gareth Parfitt - 6th member